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 type 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

Field	Description	Example
company_name	Vendor company name	ABC Plumbing Supply

Recommended Fields

Field	Description	Example
email	Primary email	[email protected]
phone_number	Main phone	555-123-4567
vendor_classification	Vendor type	Subcontractor
cost_code	Primary cost code	15-100

Optional Fields

Field	Description	Example
first_name	Contact first name	John
last_name	Contact last name	Smith
job_title	Contact title	Sales Manager
address	Street address	123 Industrial Way
city	City	Milwaukee
state	State	WI
zip	Postal code	53202
website	Company website	https://www.abcplumbing.com
preferred_vendor	Preferred status (TRUE/FALSE)	TRUE
notes	Internal notes	Great service, quick delivery
status	Active status	Active
tax_id	Tax identification number	12-3456789
payment_terms	Default payment terms	Net 30
insurance_expiration	Insurance expiry date	2025-12-31

Vendor Classifications

Common vendor types:

Classification	Description
Supplier	Material/product suppliers
Subcontractor	Trade contractors
Professional	Architects, engineers, consultants
Rental	Equipment rental companies
Utility	Utility services
Other	Miscellaneous 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:

1. Company name (case-insensitive)
2. Or email address

Existing Vendors

If a match is found:

• Record is updated with new data
• Existing relationships preserved
• Contact info merged

Avoiding Duplicates

• Standardize company names before import
• Check for existing vendors
• Use consistent naming

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

Related

• Data Import Overview
• Contacts Import
• Cost Codes Import
• Managing Contacts