Learn how to add and edit vendors, share project information and keep insurance and contracts organized. A centralized vendor database streamlines communication, ensures compliance, and keeps records accurate.
Vendors contribute significantly to both on-site progress and overall project expenses. Keeping an up-to-date record of vendor information — and having an easy way to share project details with them — is essential. Ressio helps you build a centralized vendor database for better communication, record-keeping, and billing.
Key Benefits
🗂️ Organized records — Group vendors by company and contacts for precise record-keeping.
📧 Easy communication — Send vendors project information using messages assignments
✅ Task tracking — Assign vendors to tasks to monitor progress.
💵 Bill tracking — Assign vendors to bills and purchase orders to track payment status.
📑 Prepare for audits — Store insurance and contract documents with expiration tracking.
Table of Contents
Navigation and Layout
Select Vendors in the right menu bar to access the Vendor page.
🗂️ Vendors are organized by Company Name. Each company can have one or more contacts with their own details.
Use the Search Bar to find vendors quickly. Select the Vendor to view the company and contact details.
🔎 Inactive Vendors: Use the Filter icon to view Inactive Vendors. Inactive vendors cannot be added to projects.
Adding Vendors
Vendors can be added in two ways:
- Import (recommended): Your Onboarding Coach can import a vendor list from QuickBooks or another software. Send your list as an Excel, Google Sheet, or CSV file.
- Manual: Add vendors one-at-a time.
💡 Email addresses: Please include email addresses for best results. Emails are needed to send vendors notifications.
Manually Adding a Vendor
Select + New Vendor to add a vendor company.
Company: Fill out the company name and any other fields and choose Create at the bottom.
Contact: Select + New Contact under the company record.
Email Address: Include an email address to allow vendor to receive notifications.
Editing Vendors
While viewing a vendor record, select ✏️ Edit details in the Company, or the ✏️ in the contact to edit vendor information.
Additional Company fields available when editing:
- 📧 Company email address
- ☎️ Company phone number
- 🔗 QuickBooks mapping (optional)
Save: Click Save to confirm changes.
Deactivate: To remove a vendor, click Deactivate.
⚠️Editing Email addresses⚠️
-
Email addresses serve as the username for vendor contacts.
-
Vendor contact emails cannot be changed once created.
-
An email used for a vendor cannot be reused for a client or builder user.
For assistance, contact support@ressiosoftware.com.
Insurance and Contracts
Track your vendor liability insurance or contract expiration dates.
Upload copies of the documents by clicking the 📎File icon in the vendor record.
Reminders: Set up reminders under Company Settings → Reminders to get notified before expiration dates.
Sharing Project Information with Vendors
You have two flexible options for sharing project information with vendors:
- Task/Item assignments (limited access)
- Project access (full specs and schedule)
Task/ Item assignments (Limited Access)
Sharing project info with vendors is as easy as assigning them to an item, task, or approval document. Assigned vendors can view details, upload files, send messages, confirm tasks, submit bids, and approve POs.
Vendors can be assigned to the following areas:
📅 Schedule Tasks
✅ To-Dos
💲 Cost Item / Selection
📑 Bid Requests
🧾 Purchase Orders
Notifications: Schedule Tasks and Spec Item assignments require manual notification.
Assigning Vendors to Projects
Vendors can be granted access to the entire Schedule and Specifications page if needed. All other access is on an assignment basis.
Vendor Settings
Go to Project Settings - Vendor to adjust vendor visibility settings.
🚫 No Pricing: Vendors will never see project pricing. 🚫
Inviting Vendors
To assign a vendor to a project, select Project Details - Vendors, and select + Assign
If you still have unanswered questions or need further assistance, please don't hesitate to reach out to our dedicated support team at support@ressiosoftware.com. We're here to help!