Vendor Overview

A Vendor is a company that provides a billable service to your projects — dumpster rental, portable toilets, equipment or crane rental, permit runners, inspections, and the like. Unlike a Supplier (which sells materials) or an Installer (which performs trade labor), a Vendor is defined by the Vendor Services it offers, each with its own cost.

Why it matters: setting up Vendors and their services lets you add those service costs to a project as vendor line items, track what you owe each vendor under Bills/Expenses, and route vendor spend to the right accounts — including QuickBooks.

Getting started

1. From the Vendors list, click Add Vendor and enter at least a Vendor name (address, phone, terms, and tax ID are all optional).
2. Open the vendor and go to Services to add one or more services (a name and a cost). A vendor cannot be used on a project until it has at least one service.
3. Optionally set Default Financial Accounts, and if you use QuickBooks, add a QuickBooks Reference so the vendor maps to its QuickBooks counterpart.

Sections

Details

Core information for the vendor: name (required), status, tax ID, default terms, mailing address, phone, fax, website, color, and description. Edit with the pencil icon.

Contacts

The people associated with the vendor. A vendor can have many contacts.

Files

Files related specifically to the vendor — not the place for project files or photos.

Services

The billable services this vendor offers, each with a service name, cost, and status. These are what you add to a project. A vendor must have at least one service before it can be used.

Bills / Expenses

The bills and expenses recorded against this vendor.

Default Financial Accounts

The default financial accounts that this vendor’s charges post to.

QuickBooks References

Shown when your tenant is connected to QuickBooks and you are a QuickBooks admin. Links the vendor to its matching vendor in QuickBooks (Online or Desktop), with per-reference Sync, View log, and Delete actions.

Log/Notes

Notes related to the vendor. All changes to the vendor are documented here.

Utilities

Where a vendor is deleted. A vendor can only be deleted if none of its services are being used on a project.

See also the Vendor Portal Overview (inviting a vendor to a project portal) and the Installer and Supplier overviews for the other trade-resource types.