Introduction
In Copilot, you can create and manage Vendors or Suppliers to track your business expenses, materials, and equipment sources. This helps maintain accurate records for job costing, reporting, and financial tracking.
Step 1: Open the Vendors & Suppliers Page
Navigate to Team > Vendors / Suppliers from the left-hand menu.
Click the + New Vendor / Supplier button in the top-right corner.
Step 2: Enter Vendor Details
Fill out the form fields with the relevant vendor or supplier information:
General Information
Type: Select the category or type that best describes this vendor.
Vendor Number: Assign a unique identifying number (optional).
Business Name or Vendor’s Full Name* – Example: Mega Company Corp. or John Doe
Vendor Contact Person’s First Name / Last Name
Since: Enter the date this vendor relationship began.
Tags: Add tags to help categorize and search for vendors later.
Contact Information
Business / Home Phone
Mobile / Cell Phone
Fax
Email
CC Emails (1–3): Optional — additional recipients for vendor communications.
Address Information
Country
Address 1*
Address 2
County / Parish
City*
State
Postal Code / ZIP
Additional Information
Preferred Communication Method: Choose how this vendor prefers to be contacted.
Phone Call
Email
Text Message
This Vendor is Tax Exempt: Select Yes or No.
Discount %: Enter a standard discount percentage if applicable.
Vendor Notes: Add internal notes about this vendor. (Not visible to the vendor.)
Custom Fields: Add any unique data points specific to your business tracking needs.
Photos / Documents: Upload relevant images or files (e.g., invoices, agreements, certifications).
Step 3: Save the Vendor
After filling out all necessary details, click Save Vendor / Supplier at the bottom of the page.
Your new vendor will appear in the Vendors / Suppliers list for easy reference and management.
Best Practices
Add every vendor or supplier your company purchases from — including material suppliers, repair shops, and equipment dealers.
Use Tags to categorize vendors (e.g., “Fertilizer Supplier,” “Equipment Rental,” “Parts Vendor”).
Store important files like W-9s, receipts, or contracts under the Photos / Documents section.