How vendors are created
Vendors can be created in two ways:-
Onboarding submissions
A vendor is created automatically when an onboarding submission is approved. -
Integration imports
Vendors can be created via inbound integrations that sync existing vendors from external systems.
Onboarding a vendor
When you wish to onboard a new vendor, you should first send them an invite to TradesField. This sends them an email with a unique link where they can provide their details, upload their insurances, and submit their trade licences. TradesField is designed as an approval-based workflow, so apart from importing existing vendors from your other systems, there is no way to manually enter a vendor’s details. When a team member wants to work with a new vendor, they should invite them through TradesField so their information can be reviewed and approved by the appropriate teams. If your organisation commonly enters vendor data manually and does not want vendors to submit their own details, please contact support and we can enable this for you. This is disabled by default to ensure all data remains consistent, compliant, and accurate.Step 1. Press ‘Invite Vendor’
Navigate to the vendors page of the portal and press the ‘Invite Vendor’ button on the top right of the screen.
Step 2. Fill out vendor details
Enter the basic information of the vendor such as their name, email, classification and who it is assigned to.Classification determines which documents and certifications the vendor must provide. TradesField includes three default classifications: Supplier, Subcontractor, and Consultant — each with different compliance requirements.You can customise these classifications and their required documents in Admin > Compliance. For more details, see Compliance.
Assigned To determines who is notified when the vendor submits their information. You can assign a vendor to yourself or to a Team containing multiple people.Depending on your organisational structure, you may want to create teams such as “Accounts” or teams per project or district, so the relevant people can review submissions together.You can manage teams in Admin > Users.
Step 3. Send Invite
Once you have entered the vendor’s details, click the Invite Vendor button in the popup. TradesField will then email the vendor, letting them know they have been asked to provide their details for your review. The email includes a unique link for their company, which you can also copy from the popup. You can share this link directly with the vendor if needed, which often helps speed up completion of the submission. Once the vendor has submitted their details you will be notified, and there will be a new submission for you to review. See Submission for more information.
Asking a vendor to supply new details
If a vendor is missing information, has provided something incorrectly, or needs to upload new insurance, we recommend that you re-invite them to onboard again. You can do this either by sending them another invite, or by opening the vendor in TradesField and clicking Re-invite vendor. Both options ask the vendor to submit their details again. Even though we already have their information, this is intentional. It keeps the process secure and gives you a chance to confirm nothing has changed. Vendors are matched by their ABN. When they submit using the same ABN, their existing record is updated with the new details. If they submit with a different ABN, a new vendor record will be created, which can sometimes surface cases where they are now trading under a different entity. If it is a small change and you already know what needs to be updated, Admin users can edit the vendor directly. When viewing a vendor, click the three dots and select Edit vendor. If the vendor needs to supply new information, fix compliance issues, or upload new documents, it is best to send them another invite so they can submit everything themselves.We are working on a new product which will allow the vendors to have a login so they can proactively update their information with your company, but this is in development.
If you are interested in this product and would like to be an early tester please contact your Account Representative or [email protected]