Vendor Set up

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

  1. Create Vendor Profile: Add the vendor to Bill.com.
  2. Payment Setup:
    • Enter banking information from the ACH form.
  3. Upload Documents: Attach collected documents to the vendor profile in Bill.com.

B. Breezeway Setup

  1. Create the vendor in Breezeway:
    • Enter vendor name, contact details, and service information.
  2. Assign vendor to the appropriate property or task categories.

C. HubSpot Setup

  1. Create a company profile in HubSpot for the vendor

 

3. Insurance Renewal Management

  1. 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.
  2. Follow-up:
    • Contact the vendor to request updated insurance documentation.
    • Replace the expired documents in Bill.com and Breezeway.