Add a supplier or contractor

A supplier is a business that provides goods or services to you, such as a vendor, contractor or subcontractor. Each supplier gets its own page, where you assign requirements, keep contacts and collect documents. To add many suppliers at once, import them from a CSV file.

How do I add a supplier?

1. Open Suppliers

   Choose Suppliers in the sidebar, then Add supplier. The dialog Add a supplier opens.

2. Name and classify the supplier

   Type the Legal name exactly as it appears on the supplier's documents, and choose a Category. If your workspace has rules for the category, the form names the requirements they assign.

3. Add the first contact, or skip it

   Under Primary contact, enter a Contact name and Email. Once there is an email, you can also fill in Reason you can email this contact, for example “Supplier contract, clause 8”. Vendarity emails a contact only once a reason is recorded. To add contacts later, leave these fields blank.

4. Check the other details, if you need to

   More details is closed and shows what will be saved: the Owner, who starts as you, the Country, which starts as your workspace's country, and the Risk level. Open it to change them, or to add a Business identifier, the Site you buy from, a Trading name or an External ID, such as the code in your purchasing system. An Australian ABN is checked for format only, never against the business register.

5. Save

   Choose Add supplier. Vendarity opens the new supplier's page at its Requirements tab. Until the supplier has a requirement, the top of the page offers that one step: Assign requirement, or Choose a requirement when your workspace has none yet.

What do the fields change?

• Country lists every country by name. It sets which business identifier the supplier's page names, such as ABN for Australia.
• Site is offered as the default site when you assign a requirement to this supplier.
• Owner is the person accountable for the supplier. Requirements you assign are owned by them, unless your workspace has a default requirement owner.
• Risk level (Standard, Elevated or Critical) is for your own reference; it shows on the supplier's page and in the supplier export. It doesn't change what Vendarity asks for or how documents are checked.
• External ID lets a CSV import update this supplier later by matching the same ID.

What happens next?

Nothing is sent to the supplier. The dialog says so: Adding a supplier sends nothing. From the supplier's page you can:

1. Add or check contacts on the Contacts tab. See Manage supplier contacts.
2. Check its requirements on the Requirements tab, including any your category rules assigned, and assign others. See Assign requirements to suppliers.
3. Once it has a requirement, ask for documents: prepare a request, share a link with your supplier, or upload a document you already have.

How many suppliers can I add?

Each plan sets how many active suppliers a workspace can hold: 20 on the trial, 100 on Core and 500 on Growth. Archived suppliers don't count. When the limit is reached, Vendarity says so; archive a supplier you no longer work with, or change your plan.