Vendors

What Are Vendors?

Vendors are the external companies and individuals your organization works with on construction projects. They include:

• Subcontractors — trade specialists (electrical, plumbing, concrete, etc.)
• Suppliers — material and equipment providers
• Consultants — specialized advisors (legal, environmental, etc.)
• General Contractors — when your company is in an owner/developer role

Why Vendor Management Matters

Centralized vendor management helps you:

• Track compliance — monitor insurance certificates, licenses, and certifications before they expire
• Evaluate performance — score vendors across quality, timeliness, communication, safety, and cost
• Manage financials — track bonding capacity, payment terms, and banking details
• Streamline onboarding — quickly add vendors to new projects with pre-verified information

Accessing Vendors

Select "Vendors" from the left navigation sidebar (one of the three main options after login).

Vendor List

The vendor list page provides:

• Search — find vendors by name
• Filters — filter by Status (Draft, Invited, Prequalified, Active, On Hold, Inactive) and Vendor Type (Subcontractor, Supplier, Consultant, General Contractor)
• Compliance Summary — visual badges showing valid, expiring (within 30 days), and expired compliance documents
• Performance Score — overall rating for each vendor
• Active Projects — number of current project assignments

The vendor list with search, filters, and compliance indicators

Creating a Vendor

Click "Add Vendor" to create a new vendor record:

• Company Match Detection — as you type the company name, the system checks for existing matches. If found, you can auto-populate known details
• Legal Name and Vendor Type
• Status — initial status (typically Draft)
• Primary Contact — name and email
• Headquarters Address — with Google Places autocomplete for easy entry
• Additional Details — Trades, CSI Codes (construction specification codes), and Regions

Creating a new vendor with company match detection

Vendor Detail Tabs

Clicking a vendor opens their detail page with nine specialized tabs:

Overview

General information including performance score, active project count, trades, CSI codes, regions served, notes, and tags.

Vendor detail page showing the overview tab

Contacts

Manage a list of vendor personnel. Features an email lookup — if a contact is already a registered SuperConstruct user, their name auto-fills.

Addresses

Track multiple address types:

• Headquarters, Mailing, Remittance, Other

Compliance

This is a critical tab for risk management. Track:

• Certificate of Insurance (COI) — with policy numbers, coverage amounts, and expiration dates
• Licenses — trade licenses, business licenses
• W-9 Forms — tax identification
• Safety Records — OSHA certifications, safety training

Each record includes:

• Expiry tracking — automatic status calculation: Valid (green), Expiring within 30 days (yellow), Expired (red)
• File uploads — attach scanned PDFs or images stored securely in the cloud

The compliance tab showing document tracking and expiry status

Financials

• Bonding Capacity — single and aggregate limits
• Project Limits — maximum project value the vendor can handle
• Revenue Ranges — annual revenue information
• Credit Rating — financial stability indicator
• Surety/Bonding Agent — contact information

Banking/Payments

• Bank Details — account and routing numbers
• Payment Method — ACH, Wire Transfer, Check, or Credit Card
• Payment Terms — Net 30, Net 45, Net 60, etc.
• Verification Status — whether banking details have been verified

Documents

General document storage for vendor-related files:

• Contracts, NDAs, Safety Manuals
• File upload support with secure cloud storage
• Download and view links

Performance

A structured evaluation system:

• Score vendors (0–100) across five categories: Quality, Timeliness, Communication, Safety, and Cost
• Overall Score calculated automatically
• Color coding — Green (good), Yellow (needs attention), Red (poor)
• Historical performance log

The performance evaluation tab with scoring categories

Projects

Link vendors to specific projects with:

• Assigned role on the project
• Contract value
• Retention percentage
• Pay Application eligibility flag

Role Access:

• Company members with appropriate access can view and manage vendors
• Vendor data is company-scoped — you only see vendors created by your company

Video Tutorial