Managing Vendors & Price Sheets

Learn how to set up vendor relationships and manage pricing

Overview

Managing vendors in SubBase involves maintaining your vendor list, setting up contacts, and keeping pricing current with price sheets. Good vendor management helps you:

• Quickly create orders with the right contacts
• Track vendor performance
• Maintain accurate pricing for estimates
• Streamline communication

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Vendor Setup

Adding a New Vendor

1. Navigate to Vendors

   Go to Settings → Vendors or Vendors from the main menu.

2. Click Add Vendor

   Click + Add Vendor to create a new vendor.

3. Enter Company Information

   • Company Name – The vendor’s business name
   • Address – Business address
   • Phone – Main phone number
   • Website – Vendor’s website (optional)
4. Save

   The vendor is added to your vendor list.

Vendor Information Fields

Field	Description
Company Name	Official business name
Address	Mailing/billing address
Phone	Main contact number
Email	General contact email
Payment Terms	Default payment terms (Net 30, etc.)
Tax ID	Vendor’s tax identification
Notes	Internal notes about this vendor

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Managing Vendor Contacts

Each vendor can have multiple contacts for different purposes.

Adding Contacts

1. Open Vendor

   Click on the vendor to view details.

2. Go to Contacts

   Select the Contacts tab.

3. Add Contact

   Click + Add Contact.

4. Enter Contact Details

   • Name – Contact person’s name
   • Email – Email address (for receiving POs)
   • Phone – Direct phone number
   • Role – Their role (Sales, Accounting, etc.)
5. Save

   The contact is added to the vendor.

Contact Types

• Sales/Orders – Receives purchase orders
• Quotes – Receives RFQs
• Accounting – For invoice and payment matters
• Customer Service – General inquiries

Add emails for all contacts who should receive purchase orders. You can select multiple recipients when sending.

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Price Sheets

A Price Sheet is a document containing vendor pricing for specific materials. Price sheets help you:

• Keep pricing current
• Auto-fill prices on orders
• Compare pricing across vendors

Price Sheet States

State	Description
Draft	Being created or imported
Not Started	Uploaded but not processed
Active	Current and in use
Expired	Past the expiration date

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Creating Price Sheets

Uploading a Vendor Price Sheet

1. Go to Vendor

   Open the vendor’s profile.

2. Click Price Sheets

   Navigate to the Price Sheets tab.

3. Upload Document

   Click Upload Price Sheet and select the PDF or Excel file.

4. AI Processing

   SubBase extracts pricing from the document automatically.

5. Review Matches

   Review how extracted items match to your Material Database.

6. Confirm

   Approve the matches and activate the price sheet.

Manual Price Entry

To enter prices manually:

1. Create Price Sheet

   Click + New Price Sheet on the vendor.

2. Add Items

   Click Add Item for each material.

3. Select Material

   Choose from your Material Database.

4. Enter Price

   Enter the unit price.

5. Set Dates

   Add effective date and expiration (if applicable).

6. Activate

   Click Activate to make prices available.

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Price Sheet Settings

Effective Dates

• Start Date – When prices become active
• Expiration Date – When prices expire (optional)

Scope

Price sheets can be:

• Company-wide – Apply to all projects
• Project-specific – Only for certain projects

Automatic Updates

When a new price sheet is activated:

• Old prices are superseded
• New orders use updated pricing
• Existing orders keep their original prices

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Using Vendor Pricing

On Purchase Orders

When creating an order:

1. Select the vendor
2. Add materials from your database
3. Prices auto-fill from active price sheets
4. Override if needed for specific orders

Price Comparison

To compare prices across vendors:

1. Go to a material in your database
2. View the Vendor Pricing section
3. See all vendors with pricing for this item
4. Compare unit prices

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Vendor Performance

Track vendor performance over time:

Metrics Available

• On-Time Delivery Rate – Percentage delivered on schedule
• Order Volume – Total orders and spend
• Lead Times – Average time from order to delivery
• Issues – Problems reported on orders

Viewing Performance

1. Open a vendor’s profile
2. Go to the Performance or Analytics tab
3. View metrics and trends

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Vendor Portal Access

Give vendors access to the Vendor Portal to:

• View and confirm purchase orders
• Submit quotes for RFQs
• Update delivery status
• Communicate with your team

Enabling Portal Access

1. Open Vendor

   Go to the vendor’s profile.

2. Vendor Portal Settings

   Find the Portal Access section.

3. Add Portal Users

   Enter email addresses for vendor contacts who should have access.

4. Send Invitations

   Click Send Invite to email portal access instructions.

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Organizing Vendors

Categories/Tags

Organize vendors by:

• Trade (Electrical, Plumbing, Lumber, etc.)
• Location/Region
• Preferred status
• Contract type

Searching Vendors

Find vendors quickly:

• Search by name
• Filter by category
• Filter by active price sheets
• Filter by recent orders

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Best Practices

Keep Contacts Current

Update contact info when personnel changes.

Regular Price Updates

Request and upload new price sheets quarterly.

Set Expirations

Add expiration dates to price sheets so you know when to request updates.

Track Performance

Monitor vendor delivery performance to inform future decisions.

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Related Guides

Creating Purchase Orders

Create orders to send to your vendors.

Request for Quote

Request pricing from vendors.

Vendor Portal Guide

How vendors use the portal.