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Vendor Import

Import your vendors, suppliers, and subcontractors to manage purchasing and project resources.

Overview​

Vendors include suppliers, subcontractors, and service providers you work with. Importing your vendor list enables purchasing, subcontractor management, and vendor tracking across projects.

What Gets Imported​

  • Company Information - Name, address, contact details
  • Classification - Vendor classification and trade
  • Cost Code Association - Primary trade/cost code
  • Preferred Status - Preferred vendor flag
  • Contact Information - Multiple contacts supported

Template Download​

Download the Vendor Import Template from Readybuild:

  1. Go to Contacts board
  2. Filter to show Vendors
  3. Click Import → Vendors
  4. Download the template file

Template Fields​

Required Fields​

FieldDescriptionExample
company_nameVendor company nameABC Plumbing Supply
FieldDescriptionExample
emailPrimary email[email protected]
phone_numberMain phone555-123-4567
vendor_classificationVendor classificationSubcontractor
cost_codePrimary cost code15-100

Optional Fields​

FieldDescriptionExample
first_nameContact first nameJohn
last_nameContact last nameSmith
job_titleContact titleSales Manager
addressStreet address123 Industrial Way
cityCityMilwaukee
stateStateWI
zipPostal code53202
websiteCompany websitehttps://www.abcplumbing.com
preferred_vendorPreferred status (TRUE/FALSE)TRUE
notesInternal notesGreat service, quick delivery
statusActive statusActive
tax_idTax identification number12-3456789
payment_termsDefault payment termsNet 30
insurance_expirationInsurance expiry date2025-12-31

Vendor Classifications​

Vendor Classification is a fixed list describing the vendor's business relationship to you. It is not the same as Vendor Types, which are the trade categories your company configures and can edit.

ClassificationDescription
SupplierMaterial/product suppliers
SubcontractorTrade contractors
ProfessionalArchitects, engineers, consultants
RentalEquipment rental companies
UtilityUtility services
OtherMiscellaneous vendors

Preparing Your Data​

Example Vendor File​

company_name,email,phone_number,vendor_classification,cost_code,address,city,state,zip,preferred_vendor,status
ABC Plumbing Supply,[email protected],555-123-4567,Supplier,15-100,123 Industrial Way,Milwaukee,WI,53202,TRUE,Active
Smith Electric Inc,[email protected],555-234-5678,Subcontractor,16-100,456 Commerce Dr,Chicago,IL,60601,TRUE,Active
Johnson Painting,[email protected],555-345-6789,Subcontractor,09-200,789 Oak Street,Madison,WI,53703,FALSE,Active
Midwest Lumber,[email protected],555-456-7890,Supplier,06-100,321 Lumber Lane,Milwaukee,WI,53204,TRUE,Active

Cost Code Assignment​

Link vendors to their primary trade:

  • Plumbers → Plumbing cost codes
  • Electricians → Electrical cost codes
  • Lumber yards → Carpentry cost codes

Multiple Contacts​

For vendors with multiple contacts:

  • Import primary contact first
  • Add additional contacts manually
  • Or use separate rows with same company

Import Steps​

  1. Prepare Your File

    • Fill in vendor information
    • Assign classifications and cost codes
    • Mark preferred vendors
    • Save as CSV

  2. Upload

    • Go to Contacts board
    • Click Import
    • Select Vendors as contact type
    • Choose your CSV file
    • Click Upload

  3. Map Columns

    • Verify field mapping
    • Adjust any mismatched columns
    • Click Import

  4. Processing

    • Import runs in background
    • You'll receive email when complete
    • Review import results

Import Results​

After import, you'll receive an email with:

  • Total Rows - Records processed
  • Imported - Successfully created/updated
  • Skipped - Duplicates or unchanged
  • Failed - Records with errors
  • Error Details - Specific issues by row

Handling Duplicates​

Matching Logic​

Vendors are matched by (in order):

  1. legacy_id if provided
  2. email (case-insensitive, exact match within your company)

Company name is not used for matching. Two rows with the same company name but different emails create two separate vendor contacts.

Existing Vendors​

If a match is found:

  • Record is updated with new data (fields from the row overwrite the existing vendor's fields)
  • Existing project relationships preserved

Avoiding Duplicates​

  • Provide a valid email for every vendor — it is the dedup key
  • Vendors without email will create new records on each import; clean up source data first
  • Provide legacy_id for explicit control over re-imports

Common Issues​

Missing Company Name​

Company name is required:

  • Ensure column is mapped
  • No empty company names
  • Check for whitespace-only values

Invalid Classifications​

Use valid classification values:

  • Check spelling
  • Match existing classifications
  • Or create classifications first

Cost Code References​

If cost code not found:

  • Verify cost code exists
  • Check code format
  • Import cost codes first

Phone Formatting​

Flexible phone formats accepted:

  • 555-123-4567
  • (555) 123-4567
  • 5551234567

After Import​

Verify Data​

  • Review imported vendors
  • Check classifications
  • Verify cost code links

Complete Profiles​

Add information not in import:

  • Additional contacts
  • Insurance certificates
  • W-9 documents
  • Payment information

Set Preferences​

  • Mark preferred vendors
  • Set default payment terms
  • Configure approval limits

Integration with Other Features​

Purchase Orders​

Vendors are available for:

  • Creating purchase orders
  • Receiving materials
  • Tracking vendor spend

Subcontractor Management​

Track subcontractor:

  • Bid requests
  • Contracts
  • Insurance compliance
  • Payments

Job Costing​

Vendor expenses link to:

  • Cost codes
  • Projects
  • Budget tracking

Reporting​

Vendor reports include:

  • Spend by vendor
  • Vendor by trade
  • Preferred vendor usage

Best Practices​

Data Quality​

  • Verify contact information
  • Update addresses
  • Confirm email addresses

Organization​

  • Use consistent classifications
  • Link to appropriate cost codes
  • Mark preferred vendors

Compliance​

  • Track insurance expirations
  • Maintain W-9 records
  • Verify licensing

Maintenance​

  • Update vendor info periodically
  • Deactivate inactive vendors
  • Add new vendors promptly