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Vendor Management Overview

Overview of how to manage vendor information in FlowPath.

Updated over 2 weeks ago

1. Accessing the Vendor Module

  • From the main work order page, switch to the Vendor module

  • View a list of all vendors, including:

    • Site locations

    • Assigned categories

    • Main email and phone number

    • Renewal dates

  • If you have many vendors, adjust the pagination at the bottom (e.g., “Show 10” to “Show 100”)

2. Viewing and Editing a Vendor

  • Click into a vendor to manage details

  • Editable fields include:

    • Vendor name

    • Primary contact

    • Payment terms and amounts

    • Contract renewal dates

    • Reminder settings

3. Managing Contracts and Insurance

  • Set contract renewal reminders to notify admins via email

  • Manage Certificate of Insurance (COI):

    • Set expiration dates and coverage amounts

    • Enable COI expiration reminders for automated email notifications

4. Vendor Report Scheduling

  • Set report cadence: daily, every three weeks, monthly, etc.

  • Select contact recipients to receive reports

  • Reports include all completed and incomplete work orders

  • Use “Send Report Now” to send a manual update if needed

5. Notes and Contacts

  • Add internal notes viewable by Flowpath users

  • Manage vendor contacts:

    • View, edit, or delete contact information

    • Add new contacts using the “Add Contact” button

    • Update name, email, phone number, and contact notes

6. Vendor Access Control

  • Grant access to:

    • All sites and locations

    • Selected buildings or locations only

  • Assign categories such as HVAC or plumbing to filter work order visibility

7. Work Orders and Attachments

  • View recent work orders tied to the vendor

    • Includes hyperlinks to each work order

    • Shows creation/completion dates, script details, and equipment

  • Manage related invoices and attachments within the vendor profile

8. Archiving and Creating Vendors

  • Archive a vendor by clicking “Archive Vendor”

  • To add a new vendor:

    • Click “Create Vendor”

    • Fill out all necessary fields: contacts, contract info, access, and categories

  • Download the vendor list as needed

9. Support

  • Use the live chat support at the bottom of the page

  • Search help articles or message the CS team for assistance

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