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Learning Objectives:
1. Recall how to register for the vendor portal.
2. Summarize how to respond to a quote request.
3. Explain how to upload invoices to a job.
Video Script
Welcome to the Condo Control: Vendor Portal Overview. In this video we will demonstrate how to register for your account, reply to quote requests, and send invoices.
The Vendor Portal is a platform where you can communicate with property management and manage your quote requests and jobs. To get started, open your registration email and select Click Here to Sign Up. This will open the registration form where you can input your business details.
Review, and if applicable, update the general details for your business. Then, confirm your email address and enter a password for your account. You may be asked to upload compliance documents like proof of certification or insurance. Enter or upload the required information in the boxes provided.
Next, input the banking details for your business. This information will be used to process invoice payments. If you don’t have access to this information, select I will do this later. Banking details can be added later, on the vendor portal. Once completed, select Register.
Your vendor account has now been created. To access the vendor portal, select Login and enter your email and password. This will open the My Account section of the vendor portal. Here you can review and revise the information you entered during registration.
Under the Profile & Team tab, you can update your business information and add or edit phone numbers.
To invite a team member to the vendor portal, select New. Then, add their First Name, Last Name, and Email Address. Next, determine what permission level they should have. Full permission means they can edit all the information on the vendor portal. Limited permission means they cannot edit business information or compliance documents.
Once completed, click Send Invitation. Your team member will then receive an email notification with a link to register for the vendor portal.
To review or update compliance documents, select the Compliance Documents tab. To review, update, or add business billing details, select the Banking Information tab.
The next section on the vendor portal is Quote Request. Here, you will see a list of all the quote requests your business has received. You can conduct an all-text keyword search of the quote requests list using the search bar. As well as filter the quote requests list by quote status using the drop-down menu. You will get an email notification each time your business receives a quote request.
Click on a quote request to view its details. Here, you can view and send updates to property management and upload any relevant documents. Click Submit to send an update through the vendor portal. If you are ready to submit a quote, select Upload Quote. You will not be able to update your quote once it has been submitted.
Then, enter your quote details, price, and tax amount. Next, upload any files pertaining to your quote. Once completed, click Save. Your quote has now been sent to property management. To review the quote, return to the quote details page and select View Uploaded Quote.
When a decision has been made, you will receive an email notification informing you if you have been awarded the job. If you are hired, it will be added to the jobs section on the vendor portal. Like before, you can conduct an all-text keyword search of the jobs list using the search bar. You can also filter your jobs list by workspace or job status using the drop-down menus.
Click on a job to view its details. You will then see three tabs under the job title. The Job Details tab includes the initial job description as well as a link to your quote. The Purchase Order tab displays the purchase order created by property management for the job. And the Invoices tab allows you to submit an invoice for your services.
To upload an invoice, select Add Invoice. Next, enter the details of the invoice including Invoice Reference Number, Invoice Date, Invoice Due Date, and additional comments. Then, select Choose File to upload the invoice. Once completed, click Save. Your invoice has now been uploaded and submitted to property management.
That concludes the Condo Control: Vendor Portal Overview. For more information on the Vendor Portal, please refer to our user guides.