One approved vendor list, one approval chain, and assignment that happens without anyone finding a phone number. When a contractor is deactivated at group level, no property can dispatch them by accident.
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Vendor management at group scale usually means four separate vendor lists, four approval habits, and no way to see any of it together.
The plumber's number is in the maintenance manager's contacts. When they leave, the relationship leaves with them, and the next person starts calling whoever answers.
A contractor loses their insurance and gets removed from the group list. Two properties never hear about it and keep dispatching them, which is exactly the exposure the list was meant to prevent.
One property needs the GM to sign off anything over a threshold. Another does it verbally. Group has no way to tell which property is which until something goes wrong.
Work gets done, the invoice arrives, and there is no linked record of what was asked, who approved it, or whether it was completed. Disputes become a memory test.
Vendors are group-level records. Assignment, access, and approval all resolve against them, so the rules hold everywhere without anyone enforcing them.
The agent assigns by name against active vendor records. It cannot invent a contractor, and it cannot assign to one you have deactivated, because the lookup simply returns nothing.
Approve and reject are explicit steps on every task, so the chain you designed is the chain that executes. Configure it per category, per property, or per amount.
Contractors get a door code scoped to their work window, issued when the job is assigned and retired when it closes. No keys handed over, no code that outlives the job.
A vendor removed at group level immediately stops being assignable at every property. Insurance lapses and contract terminations propagate instead of relying on an email nobody read.
How much work each vendor got, at which properties, and how it closed. Unusual purchase-order volume against one supplier surfaces on its own.
Before and after images attach to the task itself, so the completion record and the invoice have something behind them when a charge gets questioned.
A vendor record is only useful if it reaches the door, the ledger, and the job.
Access codes issue and retire against your lock provider, scoped to the room and the window the vendor needs.
Vendor activity links to the purchase orders and bills in your accounting system, so what was done and what was charged sit next to each other.
Assignment, approval, rejection, and completion all happen on the same board your properties already use for work orders and housekeeping.
Most of the value shows up the moment four vendor lists become one.
Each property's vendors come in and get deduplicated. This step alone usually surfaces contractors nobody realized were still being used.
Which vendor covers which work category at which properties. The agent can only assign inside that map.
Set the chain per category and threshold. Start stricter than you think you need; loosening later is easier than explaining a surprise.
Scoped door codes for contractors go live once assignment is trusted. This is the step that removes the front desk from vendor visits entirely.
SOC 2 Type II, HIPAA, ISO 27001, and GDPR. Access codes are scoped and time-limited, approvals are attributed, and every assignment, issue, and revoke is logged with the actor and the reason.
Ensures secure handling of customer data that flows through our agents.
End-to-end encryption, role-based access, PII protection, and audit logs across the platform.
Supports HIPAA workflows with safeguards protecting sensitive data.
Need clarity? Start with these frequently asked questions.
Yes. Vendors carry coverage, so a local contractor can be scoped to one property while national agreements apply across the group. What changes is that every one of them is on a list somebody owns.
