Steps on how to set up vendors in the system.
1. Document Collection
- Required Documents: Ensure the vendor provides the following:
- W-9 Form: Verify vendor tax information.
- General Liability Insurance: Confirm active coverage.
- Workman’s Compensation Insurance:
- ACH Form: For electronic payment setup.
- Validation: Review and confirm that all documents are complete, accurate, and current.
2. Vendor Setup
A. Bill.com Setup
- Create Vendor Profile: Add the vendor to Bill.com.
- Payment Setup:
- Enter banking information from the ACH form.
- Upload Documents: Attach collected documents to the vendor profile in Bill.com.
B. Breezeway Setup
- Create the vendor in Breezeway:
- Enter vendor name, contact details, and service information.
- Assign vendor to the appropriate property or task categories.
C. HubSpot Setup
- Create a company profile in HubSpot for the vendor
3. Insurance Renewal Management
- Task Scheduling:
- In Breezeway, schedule a task to review and renew the vendor’s insurance.
- Set the task reminder for 30 days before the insurance expiration date.
- Follow-up:
- Contact the vendor to request updated insurance documentation.
- Replace the expired documents in Bill.com and Breezeway.