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TradesField is a platform for collecting, verifying, and monitoring vendor information so your organisation always has accurate, compliant, and up to date data. At a high level, TradesField works by inviting vendors to submit their details, reviewing what they provide, and approving that information before it becomes part of your system of record.

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The core workflow

TradesField is built around a simple approval-based workflow:
  1. You invite a vendor
  2. The vendor submits their details and documents
  3. Your team reviews and verifies the information
  4. The vendor is approved and created or updated in TradesField
This ensures nothing enters your system without being reviewed.

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Vendors

Vendors are the suppliers, subcontractors, and consultants you work with. Each vendor acts as a central record that tracks:
  • Submissions
  • Compliance status
  • Alerts and changes over time
Vendors can be created through approved onboarding submissions or via inbound integrations. Learn more about how vendors work in Vendors.

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Submissions

Submissions are the forms your vendors complete when they are invited. They contain all of the vendor’s details, licences, insurance documents, and bank information. Each submission is reviewed section by section before it can be approved. Submissions allow your team to:
  • Approve correct information
  • Request fixes or missing documents
  • Maintain a full audit trail of what changed
Learn more about how submissions are reviewed in Submissions.

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Compliance

Compliance Requirements determine what each type of vendor must provide. For example, subcontractors may be required to provide Public Liability and Professional Indemnity insurance, while suppliers may not. These rules are defined by your organisation and applied when vendors are invited. Learn more about how compliance is configured in Compliance.

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Bank validation

Bank Validation is an optional add-on that allows you to verify a vendor’s bank account details before approving them for payment. When run, it checks the account name against the bank’s records using Confirmation of Payee. This helps prevent payment fraud and misdirected funds. Learn more about how this works in Bank Validation.

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Integrations

TradesField can connect to your external systems, such as ERPs and finance platforms. When a submission is approved, TradesField can automatically create or update the vendor in your connected systems. This removes manual data entry and ensures your systems stay in sync.

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Alerts and monitoring

After a vendor is approved, TradesField continues to monitor them for changes. This includes:
  • Company status updates
  • Licence and insurance expiries
  • High-risk events such as deregistration
These alerts help you stay on top of issues without having to manually check multiple systems.
TradesField gives you a single source of truth for vendor data, with built-in verification, compliance, and monitoring so your team can trust the information they rely on.