Vendors help your team manage relationships with contractors and service providers directly within Visitt. Once added to a property, vendors can be assigned to work orders, contacted through email conversations, and tracked across maintenance activities. This article explains how to create and manage property-level vendors.
💡 Note: Vendors can be managed at both the Property and Global Account levels. This article covers Property-Level Vendors only. For information about Global Vendors, see Manage Global Vendors Across Your Portfolio.
What are Vendors?
Vendors are third-party contractors or service providers, such as plumbers, electricians, landscapers, and cleaning companies, that can be assigned to work orders within Visitt. Once added to a property, vendors can be contacted directly through work orders and tracked across maintenance activities.
Create a Vendor
Add a vendor to assign them to work orders, track their COI, and communicate with them directly in Visitt.
Navigate to Vendors from the sidebar.
Click Add Vendor.
Enter the vendor's company information, primary contact details, trade, and any additional information as needed.
(Optional) Enable Create global vendor if you want the vendor to be available across all properties. When selected, the vendor's core details can only be edited by Global Admins.
Click Add Vendor.
📌 Note: Vendors can only be assigned to work orders for properties they are associated with.
Vendor Page Overview
After creating a vendor, you can access additional information, documents, work order history, and management tools using the tabs at the top of the vendor record.
📌 Note: The vendor details, documents, and COI information available to you may vary depending on your role and permissions. Certain vendor management and COI-related actions may only be available to authorized users.
Details
View and update the vendor's company information, contact details, trade, and other profile information.
Work Orders
View all work orders assigned to the vendor, including their current status, category, and associated charges.
Documents
Upload and manage vendor-related documents, such as contracts, agreements, licenses, or other supporting records.
COI
Track and manage the vendor's Certificate of Insurance (COI), configure compliance requirements, and upload updated insurance documents when needed.
Update Vendor Information
You can update a vendor's details, primary contact information, and notes at any time.
Navigate to Vendors from the sidebar.
Select the vendor you want to update.
On the Details tab, update the information in the Vendor Details section as needed.
To update the primary contact information, select the three-dot menu (···) beside the contact and choose the appropriate edit option.
Save your changes.
Assign a Vendor to a Work Order
Once a vendor has been added to a property, they can be assigned to work orders and contacted directly from the work order.
Navigate to the work order in which you wish to Add a Vendor.
Select the three-dot menu (···) in the top-right corner and select Add Vendor.
Select the vendor you want to assign from the dropdown.
Turn on the option to Email this vendor in Visitt. This opens an option to send them an initial email right away, which you have the ability to edit if you would like.
Click Add Vendor to assign the vendor to the work order.
📌 Note: Images and attachments uploaded to a work order are not automatically included in the initial vendor email. To share attachments, open the vendor menu within the work order, select Add Attachment, and send a follow-up message.
Communicate with Vendors
When a vendor is assigned to a work order, you can communicate with them through an email conversation linked directly to that work order. Vendor replies automatically appear in the work order's vendor conversation thread, helping your team maintain a complete history of communications.
FAQ
Can vendors access Visitt directly?
No. Vendors do not log in to Visitt. All communication occurs through email conversations linked to work orders.
Can a vendor be assigned to multiple work orders?
Yes. A vendor can be assigned to multiple work orders within properties they are associated with.
Can I assign a vendor to any property?
No. Vendors can only be assigned to work orders for properties they are associated with.
Why can't I find a vendor when assigning a work order?
Verify that the vendor has been added to the property.
What's the difference between a Property Vendor and a Global Vendor?
Property Vendors are available only to a specific property. Global Vendors can be linked and reused across multiple properties in your account.
Can I edit a vendor after it has been created?
Yes. Open the vendor from the Vendors page and use the Details tab to update vendor information, contact details, and notes.
For additional information about managing vendors, certificates of insurance (COIs), and work orders, explore the related articles above. If you need further assistance, our Support Team is happy to help.