Overview
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Purpose
This article explains the functionality of each option available in the Actions Dropdown for managing vendors, including tasks like onboarding, invoice management, and vendor data access. -
Target Audience
Staff members managing vendors and vendor payments through the system.
Step-by-Step
Step 1: Open the Actions Dropdown
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Navigate to the Vendor Profile in your system.
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Click on the Actions Dropdown to reveal available options.
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The dropdown includes the following actions:
Actions Dropdown Options
Invite
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Sends an onboarding workflow to the vendor as defined by your company’s process.
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The onboarding flow typically requests:
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Billing details
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Contact information
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Insurance documentation
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Signature on a Master Services Agreement (if required by your company)
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Pay Invoices
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Visible only if you’re authorized to make payments on behalf of the property.
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Clicking this opens the Make Payment page where you can:
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View all submitted invoices from the vendor
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Select specific invoices to pay
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Edit
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Allows you to edit the vendor’s information (name, tags, contact details, etc.).
Archive
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Moves the vendor record to an archived state.
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Archived vendors will no longer appear in active lists but can be reactivated later if needed.
Vendor Tags
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Tags help you categorize vendors (e.g., plumber, electrician, recurring service provider).
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These tags are searchable and allow you to filter and sort vendor lists easily.
Vendor Address
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Displays the vendor’s preferred mailing address for physical correspondence or checks.
Vendor Payment Information
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Shows electronic payment details including:
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Bank account number
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Routing number
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Note: Access to this data may be restricted based on user permissions.
Vendor Contact
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Lists all associated contacts for the vendor, including names, emails, and phone numbers.
Invoice/Billing Summary
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Displays:
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Total balance due to the vendor
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Total amount invoiced over time
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Filter Vendor Invoices
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Shows all invoices submitted by the vendor.
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Includes:
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Invoice status (e.g., Paid, Pending, Overdue)
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Due dates and filters for quick sorting
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View Details of Vendor Invoices
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Allows you to drill down into individual invoices to view:
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Status
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Due date
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Date received
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Masquerade as your vendor and resolve solutions.
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They will have access to work orders and invoices that are affiliated with them
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They can configure their ACH information under Profile -> Deposit information -> Enable Electronic Deposits and add routing and account numbers
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Best Practices & Tips:
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Always complete the Invite process to ensure vendors are properly onboarded before issuing payments.
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Use Vendor Tags consistently to improve filtering and reporting.
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Periodically review the Invoice/Billing Summary for trends or discrepancies.
Common Issues & Troubleshooting:
Issue 1: 'Pay Invoices' option is missing
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Solution: Ensure your user role has payment authorization permissions.
Issue 2: Vendor has not completed onboarding
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Solution: Resend the invite using the Invite option or contact the vendor directly.