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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