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Step-by-step guidance for RentMatrix users and day-to-day workflows.
Audience: Operations teams

Invite Vendors

What is this?​

The Vendors module lets you invite and manage external service providers such as plumbers, electricians, cleaners, and contractors. Vendors typically must complete compliance steps before becoming active.

When should I use it?​

Use this module when you need to:

  • Onboard a new service provider.
  • Check vendor compliance before assigning work orders.
  • Maintain a verified list of active vendors.
  • Deactivate vendors no longer used.

Prerequisites​

Before inviting a vendor, ensure you have:

  • Administrator, Property Manager, or vendor-management permissions.
  • Vendor company name.
  • Vendor primary contact email.

Flow diagram​

Step-by-step instructions​

Part A: Inviting a New Vendor​

  1. From the sidebar, click Vendors.
  2. Click Invite Vendor.
  3. Enter company name and primary email.
  4. Click Invite Vendor to send the email invite.

Part B: Understanding Vendor Status​

After invitation, monitor status metrics:

  • Active Vendors: fully onboarded and compliant.
  • Inactive Vendors: invited but incomplete or expired compliance.
  • Total Vendors: active plus inactive.

Example scenario​

Situation: You need to add Citywide Plumbing for emergency repairs.

Solution in Rent Matrix:

  1. Go to Vendors > Invite Vendor.
  2. Enter company name and contact email.
  3. Send invitation.
  4. Vendor accepts and completes compliance documents.
  5. Vendor status changes from inactive to active.
  6. Vendor becomes selectable on new work orders.

Common mistakes / FAQs​

  • Mistake: Assigning work to inactive vendors.
    • Solution: Filter and assign only active vendors.
  • FAQ: Vendor did not receive email. What should I do?
    • Answer: Ask them to check spam, then resend from vendor list.
  • FAQ: What does compliance include?
    • Answer: Usually terms acceptance, insurance proof, and licenses.
  • FAQ: Can I edit vendor information after invite?
    • Answer: Complete onboarding first, then update through vendor management options.

Pro tips​

  • Inform vendors in advance that an invite is coming.
  • Run quarterly compliance checks.
  • Use active/inactive counters as readiness signals.