Adding a vendor
Step 5 of the setup checklist. A vendor doesn't have to exist before you can log a maintenance request, but work orders can only be assigned and emailed out once one does.
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Adding one
From Vendors → Add Vendor, enter:
- Business name and a contact person, plus email, phone (with an optional extension) and website.
- Address — street, city, state and ZIP.
- Specialties — the trades they cover (plumbing, electrical, HVAC and so on), picked from a list or added as a custom specialty.
- Hourly rate, payment terms and preferred payment method.
- License number, tax ID / EIN, and license / insurance expiration dates — all optional, but useful for staying ahead of an expiring credential.
Vendor portal access
From the vendor's own detail page, the Portal Access card sends (or resends, or revokes) their invitation, resets their password, and turns their email and SMS notifications on or off. A vendor with portal access can see the work orders assigned to them and update their status without calling or emailing your office.
Common questions
Do I need a vendor before I can create a maintenance request? No — a maintenance request can be logged and tracked without a vendor assigned. Adding one just means the request can be handed off and emailed to them directly.
Where does their W-9 / tax information live? On the vendor's own profile — the Tax tab masks the stored ID (showing only the last four digits) once it's on file, which feeds 1099 reporting at year end.
What if their invite link expires before they use it? Resend it from the same Portal Access card — every invite link is valid for 7 days, and resending issues a fresh one; see Getting started.