Vendors Template

Keep one record for every vendor your team works with. This template gives operations, facilities, and purchasing teams a master list of service providers, suppliers, and contractors, with contact details, tax information, payment terms, and documents in one place.

Use Template
Riverside Ops
Vendors
Vendor Onboarding
Work Orders
File Library
Vendors28 active · 3 pending onboarding MRJLTKList ViewNew vendor
AskSearchFilterSortGroups (1)
Vendor
Primary Contact
Phone
Email
Active(28)
Grainger
DCDana Cole
(555) 201-4410
dana@grainger.com
Ferguson Plumbing
RORafael Ortiz
(555) 318-2290
rortiz@ferguson.com
Bright Electric
KWKim Walsh
(555) 442-9031
kim@brightelec.com
Pending Onboarding(3)
Northwind HVAC
PNPriya Nair
(555) 610-7724
priya@northwind.com
Do Not Use(1)
QuickFix Roofing
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How the Vendors Workflow Works

Add the vendor

Record the Vendor name, Legal Business Name, DBA / Trade Name, and Vendor Type: Service Provider, Supplier, Contractor, Consultant, Professional Services, or Other.

Ferguson PlumbingActive
Legal Business NameFerguson Enterprises, LLC
DBA / Trade NameFerguson Plumbing
Vendor TypeContractor

Capture contact and payment details

Add the Primary Contact, Email, Phone, Website, and address, along with Tax ID / EIN and Payment Terms from Due on Receipt to Net 60.

Contact and payment
Primary ContactRORafael Ortiz
Phone(555) 318-2290
Tax ID / EIN••-•••4471
Payment TermsNet 30

Keep status current

Mark each vendor Active, Pending Onboarding, Inactive, or Do Not Use, and store W-9s, insurance certificates, and agreements in Vendor Documents.

Vendor Documents3 files
W-9 — 2026.pdfAdded Jan 04
Active
Certificate of insurance.pdfAdded Feb 11
Master service agreement.pdfAdded Feb 11
QuickFix RoofingFlagged Mar 02
Do Not Use

Benefits of This Vendors Workflow

  • One source of vendor truth

    Everyone looks up the same phone number, contact, and payment terms instead of searching email threads.

  • Fewer calls to the wrong vendor

    The Do Not Use status flags vendors your team should no longer hire.

  • Documents where you need them

    Tax forms and certificates are attached to the vendor record, ready when accounting or an auditor asks.

What’s Included in This Workflow

Vendor records

Vendor, Status, Vendor Type, Legal Business Name, DBA / Trade Name, Primary Contact, Email, Phone, Website, full address, Tax ID / EIN, Payment Terms, Vendor Documents, and Notes.

  • Vendor Type
  • Primary Contact
  • Tax ID / EIN
  • Payment Terms
  • Vendor Documents

List view

Vendors grouped by status, showing name, primary contact, phone, and email.

  • Active
  • Pending Onboarding
  • Inactive
  • Do Not Use

External Form

A public form vendors can fill in themselves to submit their own details.

  • Public form
  • Self-service

Customize the Workflow for Your Team

Add vendor types or payment terms that match your accounting setup, and add fields like trade license number or service area. Link this workspace from work orders, contracts, or onboarding so each record points to the same vendor. Coast AI can add a COI expiration date with reminders, or build views by vendor type.

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FAQs About Vendors

What happens when I add this workflow to Coast?

Coast creates a Vendors workspace with vendor fields, four statuses from Active to Do Not Use, six vendor types, a list view grouped by status, and an External Form.

How can Coast AI help with this workflow?

Coast AI can add fields and links, and answer questions from your vendor data, such as which contractors are on Net 30 terms.

Can vendors enter their own information?

Yes. Share the External Form and vendors submit their contact, tax, and payment details directly.

Can I import my existing vendor list?

Yes. Import a spreadsheet or accounting export, and map its columns to the vendor fields.

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