Submissions

Submissions are how vendor information enters TradesField. They contain the details, documents, and compliance data a vendor provides after being invited. Each submission becomes a reviewable record that your team approves before a vendor is created or updated in TradesField.

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How submissions are created

Submissions are created when a vendor completes an invite. When a vendor submits their information, TradesField creates a new submission and notifies the person or team it is assigned to. Submissions always relate to a specific vendor and are used to:

• Review submitted details and documents
• Request corrections or missing information
• Approve the vendor for use in your systems

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Reviewing a submission

When a submission is received, the assigned person or team should review each section for accuracy and completeness. Open the submission to see all sections, such as company details, licences, and insurance. Each section can be reviewed independently. If a section is correct, click the green tick in the top-right of that section to mark it as approved. This lets multiple people review different parts of the submission without blocking each other.

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Requesting changes

If a section contains missing, incorrect, or unclear information, you should request changes for that section instead of approving it. To do this, click the orange back arrow on the section and enter a message explaining what needs to be fixed. We recommend being specific in your message. For example:

“You have uploaded an invoice. Please provide the Insurance Certificate of Currency instead.”

You can request changes on multiple sections within the same submission. Requesting changes on a section does not notify the vendor immediately. This allows your team to finish reviewing all sections first.

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Sending the change request to the vendor

Once all sections have been reviewed, an Admin can send the change request to the vendor by clicking Send change request. TradesField will email the vendor a new link so they can correct and resubmit their information. When the vendor completes the change request, their updated information is merged back into the existing submission, preserving the full review history.

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Approving a submission

Once every section has been approved, an Admin can approve the submission. If you have integrations enabled, such as Premier, you will be prompted to enter any required vendor codes or company mappings at this stage. When the submission is approved:

• If the vendor does not yet exist in TradesField, a new vendor record is created
• If the vendor already exists, their record is updated based on their ABN

This ensures your vendor records always stay accurate, compliant, and up to date.