Add a vendor and request quotes

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Vendor managementmay not be turned on for your workspace or plan. If you don't see it, contact your workspace admin.

Your vendor directory holds every external company you send work to. From a work order you can ask several vendors to quote, compare their prices side by side, accept one, and log the invoice against the job when it arrives.

Add a vendor

1. In the sidebar, select Suppliers & Contractors.
2. Start a new vendor.
3. Enter the Name, and the Legal name if it differs from the trading name.
4. Choose the Service categories the vendor covers.
5. Choose the Service areas they work in. Categories and areas together drive who appears when you request quotes.
6. Add the contact details you will actually use.
7. Add Labels and Notes if they help your team pick the right vendor.
8. Save the vendor.

A new vendor starts as Prospect. Move it along with Move to, giving a Reason for the change: Prospect → Under qualification → Qualified → Active.

Caution

Only Active vendors can be assigned to a work order. If a vendor does not appear in the assignee list, check their status first.

Request quotes

1. Open the work order you need priced.
2. Select Request quotes.
3. Pick the Vendors you want to hear from.
4. Write the Scope of work — say exactly what you want priced, including access constraints and any parts you supply.
5. Set the Response deadline.
6. Select Send requests.

Each vendor submits a quote with Line items (Description, Qty, Unit cost, Amount), a Currency, optional Tax, a Valid until date and Notes.

Compare and accept

Select Compare quotes to see submissions side by side, then Accept quote on the one you want.

Caution

Accepting is final for that round. The other submitted quotes are rejected automatically and the work order moves into progress. A quote also expires by itself once its Valid until date passes.

Log the vendor’s invoice

When the invoice arrives, select Add invoice on the vendor or the work order and enter the Vendor, the Amount and Currency, a Label, and — if the work was quoted — the Link to quote. Belrald Assets posts the amount as a cost entry so it appears in your spend reporting.

Retire a vendor

Use Archive for a vendor you have stopped using — the history stays intact. Deleting is restricted to owners and is blocked while open work orders or quotes still reference the vendor.

What happens next

Vendor performance builds from the work you send them — response times, accepted quotes and completed jobs. Check the Performance tab before your next quoting round.