The directory
Vendors & subs lists every vendor and subcontractor. Four counts on top: subcontractor COIs OK, expiring soon, expired (no work until renewed) and no COI on file. Filter by type, trade and COI, and search.
+ Add vendor: vendor or subcontractor, the company, the contact person, email, phone, payment terms, address, trades and services, licence number and notes.
Vendors are never deleted. Deactivate keeps them on their old bills but stops new ones.
W-9 and insurance
Keep each one's W-9 (with the date received) and certificate of insurance (with its expiry date) on file: PDF, PNG or JPG, up to 10 MB. Subcontractors need a COI.
- 30 days before an active subcontractor's COI expires (you can choose 1 to 365 days), and again once it has expired, your office person gets a task and an alert.
- Only people who can edit vendors can download a W-9.
Bills
People who can see bills also see each vendor's open bills and a list of their recent bills. Sub jobs use the subcontractor's own bill. See Sub jobs and subcontractors and Bills and payroll.
In a new company, VP Operations, the Controller and the Office manager edit vendors; the VP Sales and the Dispatcher can see them.