Vendors and contractors
A vendor in PropLink is a supplier or contractor, anyone you raise a purchase order with or pay a bill to. Vendors live in their own directory because they have different needs to ordinary contacts: service categories, insurance certificates, payment preferences, performance metrics.
What a vendor record holds
| Field group | Examples |
|---|---|
| Identity | Company name, trading name, registered office, company number, VAT number |
| Contact | Account manager, email, phone, additional contacts |
| Banking | Bank details for outgoing payments |
| Tax | VAT rate to apply on bills by default |
| Currency | Default currency for invoices in non-GBP |
| Service categories | What the vendor does, plumbing, electrical, general repair, cleaning, gardening, fire risk assessment |
| Insurance | Public liability, employers liability, professional indemnity, policy number, insurer, expiry |
| Certifications | Gas Safe, NICEIC, NAPIT, BAFE, registration number, expiry |
| Operating area | Geographic coverage |
| Preferred | Mark as preferred for a service category or a site |
| Performance | Rolling metrics, on-time rate, completion rate, average rating |
In this section
The pages cover adding a vendor, defining service categories, recording insurance, bulk importing, performance tracking and the preferred-contractor lists.
Vendors and work orders
When you raise a work order, you pick a vendor. PropLink filters the vendor list by the service category of the work and warns if the vendor's insurance or certification has expired. See Work orders.
Vendors and ContractorPort
When you invite a vendor to a work order, PropLink sends them a ContractorPort link. They open it, submit a quotation, upload certificates and mark the work complete. The link is single-use and time-limited, there is no general contractor portal home page. See ContractorPort.
Vendors and bills
A bill (creditor invoice) is from a vendor. Bills code against the vendor record so all spend with a vendor is rolled up. See Creditor invoices.