Adding and managing vendors

A vendor is any subcontractor, supplier or service company you need paperwork from.

Add a vendor

1. Go to Vendors and click + Add vendor.
2. Enter the Company name. That's the only required field.
3. Add the Contact name, Email, Phone and Trade if you have them. Reminders greet the contact by name.
4. Use Internal notes for anything your team should know. Vendors never see these notes.
5. Leave Email them an upload link now ticked to send the request right away, or untick it to send later.
6. Click Add vendor.

Without an email address, GreenlightSubs can't chase a vendor for you. You can still copy their upload link from the vendor page and send it yourself.

Got a long list? Import a spreadsheet instead.

The vendor page

Click a vendor's name to open their page. You'll see:

• Each document type with its status, expiry date and any insurer, policy number and coverage details on file.
• Vendor upload link, with a Copy button, and when the last reminder was sent.
• Document history: every document, including old and rejected ones.
• Activity: what happened and when.

Record a document yourself

If a sub hands you a paper certificate, or you already have the PDF:

1. On the vendor page, find the document type and open Add document (or Add / replace document).
2. Attach the file if you have one. The file is optional.
3. Enter the Expires on date. It's required for documents that expire. If you attached a PDF with readable text, GreenlightSubs suggests the date from it (on a certificate, the date of the policy that matches this document type); check it before saving.
4. Optionally add the issue date, insurer, policy or license number, coverage and a note.
5. Click the Save button, which is named after the document type (for example Save W-9). A document you add yourself becomes current straight away, with no review step.

Send a request now

Click Send request now to email the vendor about everything that's missing, expired or expiring soon. Open Send a request with a personal note to add a message, for example the job it's for.

You can send one manual request per vendor every 12 hours.

Pause, archive or delete

• Pause reminders stops automatic reminders for this vendor only. Everything else keeps working.
• Archive vendor (on the Edit page) stops reminders, switches off their upload link and takes them off your dashboard, reports and main vendor list (tick Archived on Vendors to see them). Archived vendors don't count toward your plan's vendor limit, and you can restore them later. A restored vendor counts again, so you can only restore one while you're under the limit.
• Delete vendor (on the Edit page) permanently removes the vendor and all their documents and files. You have to type the vendor's name to confirm. Only the account owner can delete vendors, and it can't be undone.

Find a vendor

On Vendors, search by company, contact, email or trade, and filter by status: compliant, expiring soon, expired, missing documents or uploads waiting for review.