Vendor Reports: What It Is and How It Works
Vendor Reports (also called Vendor Reimbursement Reporting) is a Claimlane feature for handling reimbursements in bulk using a structured report per vendor for a specific time period (often monthly). Instead of forwarding individual tickets or tracking reimbursements in spreadsheets, teams mark relevant tickets and let Claimlane compile them into a report that can be shared as a single link.
Vendor Reports can be created towards suppliers, manufacturers, and other vendors, and can be used by both retailers and suppliers, depending on who needs to claim reimbursements upstream.
What Vendor Reports are designed for
Vendor Reports are designed to help teams:
Keep control of which cases should be reimbursed by which vendor (especially at high volume).
Ensure every reimbursable case is included with the right documentation, even if reimbursements are handled monthly or quarterly.
Share one structured report with the vendor, rather than many separate forwarded tickets.
Also see the full article Why use vendor reports
Key concept: marking tickets for a Vendor Report
Vendor reporting starts at the ticket level.
When handling a ticket on Claimlane, the team marks it to be included in a Vendor Report. Claimlane uses this to automatically collect the right tickets into vendor-specific reports for a defined reporting period.
The problem it solves
Without a structured vendor reimbursement process, teams often run into:
Reimbursement opportunities getting missed because the “reimbursement step” happens later and no one has a reliable way to remember all eligible cases.
Manual reporting workflows built on spreadsheets and copy-pasting, which are hard to maintain and easy to get wrong.
Vendors receiving incomplete or inconsistent documentation, causing delays and disputes.
How to set it up
Vendor data requirement setup
Select what product data the report should include, based on what the vendor needs for review and settlement. Go to vendor's "Product data" in a datasource and choose product data in "Data blueprint".
Additional data
If you want to share additional data with your vendors that does not come from product data, create "Flow tags" under "General tags" in a datasource.
Set up the report template
Build the report template by selecting what data source data to include (create flow tags on the data source before enabling them for the vendor report). Under your "Manage Company" settings go to "Vendor Reports" and enable the tags you would like to use.
How it works
Handle tickets as usual
Handle returns, claims, repairs, and other cases in Claimlane as part of the normal workflow.
Mark eligible tickets for Vendor Report
On the B2C ticket, mark eligible cases to be included in a Vendor Report instead of forwarding them individually. Each ticket will be linked to the relevant vendor.
Add ticket to the Vendor Report Module
Confirm which details you want to include in the report.
Vendor Report overview (collected claims/products)
After finishing adding all tickets to a report, go to "Vendor Reports" under "Manage Company" settings and click on "Create new report".
After setup, you can always see an overview of all claims added to the report before it is shared.
Share the report (unique URL)
Name the report and create a unique URL to share with the vendor.
Vendor view (review and outcomes)
The vendor opens the URL, reviews each item/claim, and can select an outcome per item (e.g. "Accepted" or "Declined".
Shared Vendor report - Admin view
Once your vendor has market "Accepted" on your report and have reimbursed you, you can complete the report by clicking "Mark as Credited" (2) – you can also share a link to the report (1) or export to Excel (3).
Cose a shared report
When a report has been marked as "Credited", you can add a supporting document (for example the credit note or settlement file(1) which is proof from your Finance department your vendor has reimbursed you.
View pending & credited reports
You can filter previous reports by status to see what is still pending and what has already been settled.
Setup and requirements (high level)
To set up Vendor Reports, you typically need:
Vendors created in Claimlane.
Alignment on what information should be shown in the report (template + product data requirements).
Ideally, a vendor identifier in upstream product/order data so tickets can be linked to the correct vendor more reliably.
Summary
Vendor Reports make it possible to manage vendor reimbursements in bulk by:
Adding eligible B2C tickets to a vendor report as you work (instead of forwarding tickets one by one).
Generating a report per vendor and reporting period (month/quarter/…).
Sharing the report as a single link the vendor can open to review each item and select outcomes.
Closing the loop by marking the report as credited/closed, attaching the supporting document, and filtering previous reports by status (pending vs credited).