Vendor portal (admin)
Open Subcontractors → Portal in Thermal →
What it's for
Vendor portal in the office app puts "subcontractors and suppliers in one place" — who is compliant, who is accepting the work you send them, and what they have submitted that needs your decision. It is the control side of the portal your trade partners use.
Reach it from Jobs → Subcontractors in the sidebar, then the Vendor
portal tab, at /subcontractors/portal. The older /portals/vendor
address still works and redirects here, deep links included.
Tabs
- Compliance — certificates awaiting review.
- Acceptance SLAs — how quickly subcontractors respond to assignments.
- Submission queues — quotes and invoices they have submitted.
- Work orders — assignments and their state.
- Quotes, Invoices, and Purchase orders — the documents flowing both ways.
Panels and controls
Fact strip
Trade, Email, Phone, Assigned WOs, Terms, and Open POs for the selected vendor.
Compliance
Certificates submitted through the portal land here. Approve COI accepts one; Reject turns it down and requires a reason, so a vendor is told what to fix rather than left guessing. A document already reviewed cannot be reviewed twice.
Acceptance SLAs
Subcontractor, Assigned, Accepted, Accept rate, Declined, Decline rate, Awaiting, Over 24h, Avg. acknowledge, and Response trend.
Over 24h and Avg. acknowledge are the two that matter. A subcontractor with a good accept rate and a two-day acknowledgement time is still costing you a day of scheduling on every job — which is invisible until it is measured.
Submission queues
Cost quotes and invoices submitted by vendors, with Lane, State, and Review. Approve, Request revision, and Refuse are the three decisions, and requesting a revision beats refusing outright when the problem is fixable.
Invites
Send or resend portal invite gets a vendor into the portal. Browse vendors goes to the vendor book.
Empty states
No COIs awaiting review, No subcontractor assignments, No submitted cost quotes, No submitted invoices, No subcontractors or suppliers yet, No submitted quotes, No certificate on file, No assignments yet, and No purchase orders yet.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Rejection reason | Free text | Yes, to reject a certificate | "A rejection reason is required." |
| Invite email | An email address | Yes, to invite | Goes to the address on the vendor record |
| Review decision | Approve, request revision, or refuse | Yes, per submission | A document already reviewed cannot be reviewed again |
How to configure it
- Vendor portal settings decide which sections vendors see and what they may do.
- Compliance settings decide which documents you require and when an expiry is flagged.
- Bill matching settings decide how a submitted invoice is matched.
- Vendors come from Purchasing and subcontractors from Subcontractors.
Who can see it
This screen sits behind the Portals area.
Owners and office managers can open it. Dispatchers and technicians cannot. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.