> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/vendors/adding-a-vendor.md). # Adding a vendor Add a subcontractor or supplier as a vendor so you can assign them work, send them work orders and pay their bills. A vendor is any outside company you pay for work on your jobs: subcontractors, crews and suppliers. Once a vendor is set up, you can assign job line items to them, send them work orders, and record what you pay them. **Plans:** Lite and up. **Who:** owners and admins. {% embed url="" %} Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date. {% endembed %} ## Before you start * Have the vendor's company name and an email address for them. The email is required for a new vendor. * Know their payment terms (for example, net 15) if you want due dates filled in for you. ## 1. Open Vendors Go to **Vendors** in the left menu. You'll see every vendor you work with. **Only active vendors** is ticked to start with; untick it to see vendors you've switched off. Click a vendor to see their details. ![The Vendors list](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-e25bd9d48a69d0ad3545aec794c1c6dd27b59d8f%2Fadding-a-vendor-01-list.png?alt=media) Click **Add Vendor**. ## 2. Check whether they're already on ProStruct360 Many subcontractors already use ProStruct360 for another contractor. At the top of **Add Vendor**, under **Already on ProStruct360?**, start typing their company name in **Find an existing vendor**. * **They're in the list?** Pick them. Their details fill in, and a note explains that they'll be linked to you rather than created again. No invite is sent, and their login is untouched. The details below are your own record of the vendor and don't change their account. * **Not in the list?** Leave the box empty and fill in the form to create a new vendor. ![Picking a vendor who already has an account](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-a2386c92bf537d41e323880b59a13ed9f6d9ecf1%2Fadding-a-vendor-04-existing.png?alt=media) ## 3. Fill in their details * **Vendor Name** — their company name. Required. * **Email** — required for a new vendor. It becomes their login, so use an address they check. * **First Name**, **Last Name**, **Phone**, **Tax ID**, and their address. * **Notes** — anything your team should know. ![Add Vendor, with the vendor's name, email and contact](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-5f16492bd0f509f71182a0b72d3bd1b243554c30%2Fadding-a-vendor-02-form.png?alt=media) {% hint style="warning" %} A mistyped email shows **A valid email is required** and the vendor isn't saved. If you see **"This email address is already in use, please use a different email."**, the vendor already has an account — clear the form and find them in **Find an existing vendor** instead. {% endhint %} ## 4. Set payment and other options Further down the form: | Option | What it does | | ---------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Default Payment Days** | How many days after a bill is created it falls due. Leave it empty to use your company's payment schedule (**My Company** → **Vendor Payments**). | | **Allow direct deposit** | On by default. | | **Time Zone** | The vendor's time zone. Starts as your company's. | | **Insurance required for payment** | Notes that you need proof of current insurance before paying this vendor. See [Insurance](#insurance) below. | | **Active** | Turn off to hide a vendor you no longer use. Their history stays. | | **Invoicing vendor** | Turn on for a vendor who sends you their own invoice for the work, rather than being paid from the job's line items. See [Paying vendors](/vendors/paying-vendors.md). | ![Payment and other options, and Create Vendor](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-6dcf147d7d38655308c15156754860c6752c11d1%2Fadding-a-vendor-03-options.png?alt=media) Click **Create Vendor** (or **Add Vendor** if you picked an existing one). The vendor's page opens. A brand-new vendor gets an email inviting them to claim a free ProStruct360 account. With it they can see the work orders you send them, and make their own estimates and invoices. To change a vendor later, open them from **Vendors** and click **Edit Vendor**. ## 5. Assign them work Vendors don't get work from their own page. Open a job, select the line items on **Job Items**, and use **Schedule/Assign** to give them to the vendor. That creates the vendor's work order. See [Work orders](/running-jobs/work-orders.md). ## Insurance Your insurance warnings live in **My Company** → **Customization**: * **Insurance Expired Warning Text** — printed on work orders for vendors whose insurance has expired. * **Insurance Expiration Approaching Text** — printed on work orders for vendors whose insurance expires in 60 days or less, with the expiry date. Both start with standard wording you can change. Click **Save Changes** when you're done. ![The insurance warning texts in My Company → Customization](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-5007147863f7025dfde5d22728febf89328b335b%2Fadding-a-vendor-05-insurance-text.png?alt=media) {% hint style="warning" %} **Insurance required for payment** doesn't stop you recording a payment. Check the vendor's certificate yourself before you pay them. {% endhint %} ## Common questions **I don't see Vendors in the menu.** Vendors is for owners and admins. On the free Quotes plan you'll see an upgrade prompt instead of your list. **"This email address is already in use."** That person already has a ProStruct360 login. Use **Find an existing vendor** to link their company to yours. **A vendor has stopped working with us.** Click **Edit Vendor**, turn off **Active**, and click **Save**. They drop off the list (untick **Only active vendors** to see them again) and their history is kept. **Where do I upload a vendor's insurance certificate or agreement?** There isn't a place on the vendor's page for documents at the moment. Keep them in your own files for now. ## Related * [Work orders](/running-jobs/work-orders.md) — assign line items to a vendor and send them their part of the job. * [Paying vendors](/vendors/paying-vendors.md) * [Connecting QuickBooks](/connections/connecting-quickbooks.md) — import the vendors you already have in QuickBooks.