Vendor Portal (Pro+)
Assign work to external vendors, receive estimates, and track outside repairs.
Overview
The Vendor Portal lets you send work to external repair shops (vendors) and track the entire process — from job assignment to estimate approval to final invoice. Vendors get their own secure login to manage jobs without accessing your full system.
- Job assignment — Send work orders to outside vendors
- Estimate workflow — Vendors submit estimates for your approval
- Invoice submission — Vendors submit invoices when work is complete
- Attachments — Exchange photos and documents
- Email notifications — Automatic updates at each step
ℹ️ Pro+ Feature
Setting Up Vendors
Before using the vendor portal, set up your external vendors.
Adding a vendor with portal access
- 1
Go to Vendors
Navigate to Settings → Parts → Vendor Directory. - 2
Add or edit vendor
Create a new vendor or edit an existing one. - 3
Enable portal access
In the vendor settings, enable Portal Access and enter their email address. - 4
Save
The vendor will receive an email invitation to set up their portal login.
Assigning Jobs to Vendors
When you need outside work done, assign the job to a vendor.
- 1
Open the work order
Navigate to the work order that needs vendor work. - 2
Click Assign to Vendor
In the work order actions, click Assign to Vendor. - 3
Select vendor
Choose which vendor will perform the work. - 4
Add instructions
Enter any special instructions for the vendor (scope of work, parts availability, etc.). - 5
Send assignment
Click Send. The vendor receives an email notification and the job appears in their portal.
💡 Vendor accepts or declines
Estimate Workflow
After accepting a job, vendors submit estimates for your approval.
Vendor submits estimate
From the vendor portal, the vendor:
- Reviews job details and attachments
- Creates an estimate with labor and parts
- Attaches supporting documentation
- Submits for your approval
Approving or declining
When a vendor submits an estimate, you receive an email notification:
- Review the estimate in BayTrack
- Click Approve to authorize the work
- Or click Decline with feedback for revision
- The vendor is notified of your decision
Invoice Submission
After completing the work, vendors submit invoices.
- Vendor marks job complete in their portal
- Uploads invoice and any final documentation
- You receive notification to review
- Approve or dispute the invoice
- Track vendor costs against your budget
ℹ️ Vendor costs on work orders
Attachments & Communication
Exchange photos and documents throughout the process:
- Attach photos when assigning jobs (showing the issue)
- Vendors attach diagnostic reports and photos
- Share parts lists, spec sheets, and other documents
- All attachments are preserved for audit trail
Email Notifications
Automatic emails keep everyone informed:
- Job assigned — Vendor receives new job notification
- Job accepted/declined — You're notified of vendor response
- Estimate submitted — You're notified to review
- Estimate approved/declined — Vendor receives your decision
- Invoice submitted — You're notified to review
- Invoice approved/disputed — Vendor receives your response
Vendor's Portal View
Vendors see a simplified interface with only their jobs:
- Dashboard with pending, active, and completed jobs
- Job details with your instructions and attachments
- Estimate builder with line items
- Invoice submission form
- Secure login (no access to your other data)
Vendors access the portal at /vendor-portal with their email and password.
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