> ## Documentation Index
> Fetch the complete documentation index at: https://docs.contractor-co-pilot.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage vendors and track purchase orders

> Build a vendor directory with trade categories and compliance docs, link suppliers to materials and purchase orders, and track PO status from draft to delivery.

The Suppliers section is your vendor directory and purchase order tracker in one place. Keep contact details, trade categories, compliance documents, and order history for every vendor you work with — and link them directly to the materials and projects they supply.

## Add a supplier

<Steps>
  <Step title="Open Suppliers">
    In the sidebar, go to **Suppliers**.
  </Step>

  <Step title="Create a new supplier">
    Click **New Supplier**.
  </Step>

  <Step title="Enter company details">
    Fill in the core contact information:

    * **Company name** — The vendor's business name as it appears on invoices
    * **Trade category** — What they supply (e.g., `Lumber`, `Electrical`, `Concrete`, `Plumbing`, `HVAC`)
    * **Phone** — Primary contact number
    * **Email** — Billing or sales contact email
    * **Address** — Physical or mailing address
  </Step>

  <Step title="Add an optional rating">
    Give the supplier a rating based on your experience working with them. You can update this at any time as your relationship develops.
  </Step>

  <Step title="Save">
    Click **Save**. The supplier is now available to link to materials and purchase orders.
  </Step>
</Steps>

## Link suppliers to materials

Once a supplier is in your directory, you can attach them to any material in your catalog. Linking a supplier to a material means that when the material is used in an estimate, the supplier information carries through — making it easy to know who to call when it's time to order.

To link a supplier to a material, open the material in **Costs > Materials**, select the **Supplier** field, and choose the vendor from the dropdown.

<Tip>
  If you purchase the same material from multiple vendors, enter separate catalog entries for each vendor-price combination. This lets you compare costs and choose the best price at estimate time.
</Tip>

## Import a supplier list

If you already have a vendor list in a spreadsheet, import it rather than adding each supplier manually.

<Steps>
  <Step title="Click Import">
    On the Suppliers page, click **Import**.
  </Step>

  <Step title="Upload your file">
    Upload a `.csv` file with a header row.
  </Step>

  <Step title="Map columns">
    Match your columns to Company Name, Trade Category, Phone, Email, and Address.
  </Step>

  <Step title="Review and confirm">
    Check the preview, then click **Confirm Import**.
  </Step>
</Steps>

## Track purchase orders

Each supplier has a **Purchase Orders** tab that shows every PO you've created with that vendor. Purchase orders move through a defined status workflow:

| Status        | Meaning                                                  |
| ------------- | -------------------------------------------------------- |
| **Draft**     | PO created but not yet sent to the supplier              |
| **Sent**      | PO transmitted to the supplier and awaiting confirmation |
| **Received**  | Materials or equipment have arrived on site              |
| **Cancelled** | PO cancelled before fulfillment                          |

To create a new purchase order for a supplier, go to the supplier's detail page and click **New PO**.

<Note>
  Purchase orders can be linked to a specific project. Linking a PO to a project lets you track committed costs against project budget before materials are received.
</Note>

## Supplier performance notes

Each supplier record includes a **Notes** field where you can record observations about delivery reliability, pricing accuracy, communication, or anything else relevant to working with that vendor. Notes are visible to everyone in your organization with access to the Suppliers section.

Use the **Rating** field alongside notes to give a quick at-a-glance quality signal when choosing between vendors for a new project.

## Compliance documents

Track certificates and licenses directly on the supplier record:

* Insurance certificates
* Business licenses
* Safety certifications
* Contract agreements

When a compliance document is expiring or missing, click **Send Reminder** on the supplier's detail page to notify the vendor to submit updated documentation.

<Warning>
  Contractor Co-Pilot tracks compliance document metadata (type, expiry date, status), but does not verify the authenticity or validity of the documents themselves. Always review documents before approving a supplier for a new project.
</Warning>

## Search and filter

* **Search** — Find suppliers by company name
* **Trade category** — Filter to a specific supply type
* **Status** — Show active or inactive suppliers
* **Rating** — Filter to your highest-rated vendors

Save filter combinations as **custom views** for quick access.

## Export

Click **Export** on the Suppliers page to download your vendor list as a CSV file.

## Next steps

<CardGroup cols={2}>
  <Card title="Projects" icon="briefcase" href="/projects/index">
    Track committed supplier costs against your project budget.
  </Card>

  <Card title="Materials" icon="package" href="/costs/materials">
    Link materials to the suppliers that stock them.
  </Card>

  <Card title="Equipment" icon="truck" href="/costs/equipment">
    Track equipment from vendors in your supplier directory.
  </Card>

  <Card title="Cost profiles" icon="layers" href="/costs/cost-profiles">
    Apply markup rules that account for vendor pricing in your estimates.
  </Card>
</CardGroup>