Vendors

The Vendors module tracks your third-party suppliers and service providers. It holds the compliance documents you collect from them and records whether each vendor is qualified to do business with you. It covers insurance certificates, tax documentation, licenses, and certifications — plus the onboarding approval that ties them together. It does not handle payments, procurement, or contract negotiation (vendor contracts live in the Contracts module).

A vendor is a profile on an organization or person. The underlying record holds the name and address used across modules, and the vendor profile adds vendor-specific details.

The Vendors list

Open Vendors from the left navigation to see every vendor you can access. The list identifies each vendor, the organization that manages the relationship, and its type (Supplier, Contractor, Consultant, Professional Services, Technology, or Other). Filter with the row beneath the headers, and select rows to Export.

Adding a vendor

Adding a vendor requires Editor access to the Vendors module.

1. From the Vendors list, click New.
2. Choose the vendor (the organization or person you’re working with) and the managing organization (the one in your group that owns the relationship).
3. Set the vendor type and any details — payment terms, tax ID type and number, and whether the vendor requires a 1099.
4. Click Save.

The same vendor can be set up under more than one of your organizations.

The vendor record

A vendor’s record page shows its profile details at the top, followed by expandable sections for each kind of compliance document:

Insurance Certificates

Certificates of insurance (COIs) the vendor provides, with policy type, insurer, coverage amounts, and effective and expiration dates. Add an event on a COI to get reminders before it expires.

Tax Documentation

W-9s and other tax documents, including tax ID type and 1099 eligibility.

Licenses

Professional and business licenses or permits the vendor holds, with their dates.

Certifications

Third-party certifications such as ISO, SOC 2, MBE, or WBE.

Qualifying a vendor

A workflow handles vendor onboarding and approval, rather than a separate screen. Typically this is a “Vendor Approval” workflow template that walks through collecting documents and recording sign-off. (Workflow templates are available on Business and Enterprise plans.)

Who can access vendors

• Viewing vendors requires access to the Vendors module.
• Creating or editing a vendor and its documents requires Editor access to the Vendors module.

On Enterprise plans, organizational unit (OU) scoping limits the list to vendors within your assigned OUs.