Vendor Management Overview | FlowPath Help Center

Vendor Management Overview

Overview of how to manage vendor information in FlowPath.

1. Accessing the Vendor Module

• From the main work order page, switch to the Vendor module

• View a list of all vendors, including:

  • Site locations

  • Assigned categories

  • Main email and phone number

  • Renewal dates

• If you have many vendors, adjust the pagination at the bottom (e.g., “Show 10” to “Show 100”)

From the main work order page, switch to the Vendor module

View a list of all vendors, including:

Site locations

Assigned categories

Main email and phone number

Renewal dates

If you have many vendors, adjust the pagination at the bottom (e.g., “Show 10” to “Show 100”)

2. Viewing and Editing a Vendor

• Click into a vendor to manage details

• Editable fields include:

  • Vendor name

  • Primary contact

  • Payment terms and amounts

  • Contract renewal dates

  • Reminder settings

Click into a vendor to manage details

Editable fields include:

Vendor name

Primary contact

Payment terms and amounts

Contract renewal dates

Reminder settings

3. Managing Contracts and Insurance

• Set contract renewal reminders to notify admins via email

• Manage Certificate of Insurance (COI):

  • Set expiration dates and coverage amounts

  • Enable COI expiration reminders for automated email notifications

Set contract renewal reminders to notify admins via email

Manage Certificate of Insurance (COI):

Set expiration dates and coverage amounts

Enable COI expiration reminders for automated email notifications

4. Vendor Report Scheduling

• Set report cadence: daily, every three weeks, monthly, etc.

• Select contact recipients to receive reports

• Reports include all completed and incomplete work orders

• Use “Send Report Now” to send a manual update if needed

Set report cadence: daily, every three weeks, monthly, etc.

Select contact recipients to receive reports

Reports include all completed and incomplete work orders

Use “Send Report Now” to send a manual update if needed

5. Notes and Contacts

• Add internal notes viewable by Flowpath users

• Manage vendor contacts:

  • View, edit, or delete contact information

  • Add new contacts using the “Add Contact” button

  • Update name, email, phone number, and contact notes

Add internal notes viewable by Flowpath users

Manage vendor contacts:

View, edit, or delete contact information

Add new contacts using the “Add Contact” button

Update name, email, phone number, and contact notes

6. Vendor Access Control

• Grant access to:

  • All sites and locations

  • Selected buildings or locations only

• Assign categories such as HVAC or plumbing to filter work order visibility

Grant access to:

All sites and locations

Selected buildings or locations only

Assign categories such as HVAC or plumbing to filter work order visibility

7. Work Orders and Attachments

• View recent work orders tied to the vendor

  • Includes hyperlinks to each work order

  • Shows creation/completion dates, script details, and equipment

• Manage related invoices and attachments within the vendor profile

View recent work orders tied to the vendor

Includes hyperlinks to each work order

Shows creation/completion dates, script details, and equipment

Manage related invoices and attachments within the vendor profile

8. Archiving and Creating Vendors

• Archive a vendor by clicking “Archive Vendor”

• To add a new vendor:

  • Click “Create Vendor”

  • Fill out all necessary fields: contacts, contract info, access, and categories

• Download the vendor list as needed

Archive a vendor by clicking “Archive Vendor”

To add a new vendor:

Click “Create Vendor”

Fill out all necessary fields: contacts, contract info, access, and categories

Download the vendor list as needed

9. Support

• Use the live chat support at the bottom of the page

• Search help articles or message the CS team for assistance

Use the live chat support at the bottom of the page

Search help articles or message the CS team for assistance