How to Add and Manage Your Vendors in PadPulse

Overview

The Vendor Directory allows you to manage all of your vendors in one place. You can store vendor information, assign specialties, associate vendors with properties, track invoices, maintain documentation, and invite vendors to access their own vendor portal.

Accessing the Vendor Directory

Navigate to the Vendor Directory to view all vendors associated with your account.
The directory displays:

• Vendor names
• Assigned roles
• Specialties
• Associated properties
• Vendor rankings and priorities

Adding a New Vendor

1. Select Add New.
2. Enter the vendor's:
3. • First Name
   • Last Name
   • Phone Number
3. Save the vendor.

These are the only required fields needed to create a vendor profile.
After saving, you will be taken directly to the Vendor Details page.

Managing Vendor Information

Within the Vendor Details page, you can add and manage additional information including:

• Address
• Vendor priority
• Contact details
• Internal notes

This information helps organize and manage your vendor relationships.

Assigning Roles and Specialties

Each vendor should be assigned a role.
Common roles include:

• Maintenance
• Cleaning

You can also assign specialties to indicate the type of work the vendor performs.
Examples may include:

• Electrician
• Handyman
• General Contractor
• Cleaner

Specialties are used primarily for internal organization and reporting.

Assigning Vendors to Properties

Select the properties that the vendor services.
Assigning properties is important because vendors must be associated with a property before they can be selected for tasks related to that property.
Once assigned, the vendor will appear as an available option when creating and assigning tasks.

Managing Vendor Documents

The Documents section allows you to store vendor-related files such as:

• Licenses
• Tax documents
• W-9 forms
• Certifications
• Other supporting documentation

This helps keep all vendor records organized in a single location.

Tracking Vendor Invoices

The Invoices section allows you to store and review invoices submitted by vendors or contractors.
This provides a centralized location to review historical invoice records for each vendor.

Recording Vendor Rates

You can store internal rate information for each vendor.
These rates are intended for internal reference only and do not affect any pricing or rates managed by the vendor.
Examples include:

• Hourly rates
• Service fees
• Typical project costs

Leaving Vendor Reviews

The Reviews section allows you to leave internal feedback about vendors based on completed work.
Reviews can be used to evaluate vendor performance and help determine future assignments.

Managing Vendor Team Members

When a vendor is invited to PadPulse, they receive access to a Vendor Portal.
Through the Vendor Portal, vendors can add their own team members.
The Team section displays:

• Vendor owner accounts
• Additional vendor team members

This section is view-only and cannot be edited directly by property managers.

Inviting Vendors to PadPulse

After creating a vendor profile, you should invite the vendor to join the platform.
To invite a vendor:

1. Open the vendor profile.
2. Select Invite.
3. Choose Invite via SMS.

Recommended Method

PadPulse recommends inviting vendors via SMS.
SMS invitations provide the simplest onboarding experience and reduce issues that may occur when using email invitations.

Managing Vendor Specialties

The Specialties view provides a high-level overview of all vendor specialties across your portfolio.
This view can be used to:

• Identify gaps in vendor coverage
• Review available specialties
• Reprioritize vendors within a specialty
• Adjust preferred vendor rankings

Vendor priorities can be updated by dragging and reordering vendors within a specialty category.

Important Notes

• First name, last name, and phone number are the only required fields to create a vendor.
• Vendors must be assigned to properties before they can be selected for tasks.
• Vendor documents and invoices can be stored directly within the vendor profile.
• Vendor rates are for internal reference only.
• Vendor team members are managed through the Vendor Portal.
• SMS invitations are the recommended method for inviting vendors to PadPulse.

Updated on: 25/06/2026