Vendor operations for property & construction teams

One record carries the job from the first maintenance text to the vendor's final payment.

Your approved vendors compete for the work whenever competition makes sense, and you can assign it outright when it doesn't. Either way the price you accept becomes the purchase order, the vendor's bill and the owner's invoice — with the property, the contract and the approvals already attached.

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1840 Waverly Avenue · Unit 3B

Roof leak repair

RFQ-2288

RequestText · 09:41
Bids3 received
Awarded$2,240
POPO-2288
BillMatched
InvoiceSent
PaidApr 24

VendorJ. Correa Roofing Co.

Approved byMelissa Kline

TermsPay-when-paid

Four ways to get a price

Run a reverse auction, take sealed bids, post a fixed price for the first vendor who claims it, or assign someone outright when the roof is already leaking.

Bidding without a login

Approved vendors get the scope on a private link by text or email and reply with a number. Nothing to install, no password, no chasing quotes by phone.

Your software can use it too

Build the interfaces and assistants your team wants. Let VendorSpoke keep the vendors, jobs, money and approvals straight underneath them.

One record per job

Bids, awards, purchase orders, bills and payments all sit on the same job — which is what makes your own cost history usable the next time you price that trade.

Follow one leaking roof from the first text message to a committed cost.

Four stages, one record. Nothing is re-entered between them — which is why accepting a bid is also what commits the cost.

RFQ-2288Reverse auction

Roof leak — 1840 Waverly Avenue, Unit 3B

Roofing · Emergency · Loring Residential · NTE $2,500

Edit scopeInvite 3 vendors

VendorClassificationCoverageDistanceCompliance

01J. Correa Roofing Co.NetworkRoofing · Gutters4.2 miCurrent

Bell & Sons RoofingNetworkRoofing · Envelope11.8 miCurrent

03In-house crew · EastIn-houseGeneral · Patch only2.1 min/a

02Trejo Roofing & FlashingNetworkRoofing6.5 miCOI expires Apr 14

3 network vendors and 1 in-house crew invited by text and email · Trejo's insurance certificate expires Apr 14, inside the bid window

VendorSpoke narrows your network to the vendors qualified for this trade, this area and this property before a single invitation goes out.

Vendors declare the trades they perform and the area they cover, so the shortlist comes out of your network rather than out of somebody's memory.

Trejo's insurance certificate expires two days into the bid window. The invitation still goes out, but the compliance check runs continuously, so a lapse before the award blocks the award rather than surfacing in an audit later.

Your own crews are listed here too, which is how you can offer work internally first and fall back to outside vendors if nobody takes it.

Where the numbers come from

Your costs are captured as the deal is struck, not reassembled afterwards.

Most systems in this market are fed second-hand: a price agreed on the phone, a number copied out of an email, a spreadsheet reconciled at month end. In VendorSpoke the transaction happens here, so the bids, the award and its reason, the purchase order, the bill and the payment are recorded as they occur.

That is what makes the reporting worth acting on. When you look at what roofing costs you across forty buildings, you are looking at your own awarded work — not an average, and not what somebody remembered to type in.

Numbers that explain each otherA bill that differs from its purchase order is flagged against that job, with the change order or approval that accounts for it

Priced from your historyEvery award you have ever made is a comparable the next time that trade comes up

Still there in a yearWhen an owner questions a charge nine months later, the bids and the approval are attached to the job

Job history · 1840 Waverly Avenue, Unit 3B

last 6 events

APR 12RFQ_PUBLISHED · 3 vendors invited—

APR 12RFQ_AWARDED · J. Correa Roofing Co.$2,240.00

APR 14CHANGE_ORDER_APPROVED · deck repair$410.00

APR 15BILL_RECEIVED · J. Correa Roofing Co.$2,650.00

APR 15INVOICE_SENT · Loring Residential$2,968.00

APR 24CLIENT_PAID · vendor payment released$2,968.00

This job was set to pay-when-paid, so as soon as Loring Residential's payment was recorded here, J. Correa's bill became payable. Nobody had to go looking for it.

Build on VendorSpoke

Custom software got cheap. The operations underneath it didn't.

A capable team can now put together a dashboard, an internal assistant or a technician app in a couple of weeks. We think that is good, and we would rather you build the parts of your business that are genuinely yours than wait for us to guess at them.

What stays expensive is what those interfaces sit on. Vendor qualification has to be checked against live insurance documents. A bid can't be awarded to a vendor who lapsed halfway through the auction. A commitment has to route to whoever is allowed to approve that amount, land on the right property and contract, and still be explainable when the owner asks in March about a charge from June. Those rules are hard because they touch money, permissions and history at the same time — and once you write them, you own them.

Use AI to build the software that is specific to your company. Let VendorSpoke run the operational layer that every serious system in this industry needs anyway, and that no owner will ever thank you for having rebuilt.

Our own assistant works this way. It answers questions about live work orders, bids, bills and approvals through the same permission model as the rest of the application — a cost-blind role stays cost-blind when it asks a question. Anything you build on top inherits those same limits.

Worth building yourself

01An intake agent for maintenance emailReads the inbound request, drafts the work order with the right property, unit and trade, and leaves a human to send it out.

02An executive view across the portfolioCommitted versus billed by property group, shaped the way your owners actually ask for it.

03A field interface built for your techniciansThree buttons and a camera, in the order your crews work — not a general-purpose app they tolerate.

04An assistant that answers from your own operations"Which buildings are over budget on plumbing this quarter, and who approved it?"

Not worth rebuilding

Vendor qualification

Trades, service areas, insurance and license expiry, and the checks that keep an unqualified vendor out of an award.

Bidding and award states

Four dispatch modes, deadlines, escalation, fallover, relisting, and the awkward states between them.

Money that has to reconcile

Commitments, change orders, deposits, progress billing, markup by contract, and payment terms that gate a payout.

Permissions and history

Staff, customers and subcontractors in one model, approval chains by amount, an isolated workspace per company, and a financial ledger that records reversals instead of edits.

Programmatic access

The application runs on a typed interface over vendors, work orders, bids, awards, purchase orders, bills, invoices and approvals. The same interface is available to customers building their own tools, scoped to your workspace and to the permissions of the user it acts for.

If you are planning to build on top of VendorSpoke, tell us what you have in mind and we will point you at the right entry points.

How the platform layer works Talk to us about an integration

Beyond bidding

Winning the price is the easy half. The rest of it is what you live in.

Bidding is where most customers start. Within a month the schedule, the approvals and the billing are the reason they stay. Open whichever of these is your current problem.

Getting started

Create an account, see the pricing, and set your company up in an afternoon. Import the subs you already use — they finish their own profiles and upload their insurance, so your roster stays current without you chasing certificates. Most companies put one trade or one property group through it first, assigning work directly while the network fills out, and open the bidding up from there.

Create an account See pricing

Vendor importSend your roster as a spreadsheet and we will load it for you

VendorsFree for subcontractors; they finish their own profile and upload insurance

RolloutMost companies put one trade or one property group through it first

Questions we get

The short answers. Anything not covered here, ask us on the contact page.

What is a reverse auction?

You set a scope and a not-to-exceed limit. Invited vendors see only the current low bid, never who placed it, and can undercut it until the window closes. You choose the winner. It does not have to be the lowest bid, and awarding above it asks for a reason that stays on the RFQ.

Do I have to run every job as an auction?

No. Each job can be a reverse auction, a sealed-bid silent auction, first-come-first-served at a fixed price, or a direct assignment to one vendor. Standing rules can decide for you, for example sending HVAC over a threshold to auction and everything else to a preferred vendor.

How do vendors react to this?

Vendors join because you bring them work without the cost of chasing it: no walk-throughs to price a job they will not get, no phone tag. They bid from a text message in under a minute, and they are never charged.

Can I bring my existing vendors?

Yes, and most customers do. Send your roster as a spreadsheet and we load it. Vendors receive an invitation, finish their own profile, and upload insurance. VendorSpoke is not a marketplace. It is your network on better rails.

What about vendor accountability?

Response time, completion rate, and no-shows are recorded from your own finished jobs, not entered by hand. Expired insurance blocks an award automatically, and you can suspend or tier vendors from the same screen.

Is my data isolated from other companies?

Yes. Every company runs in an isolated workspace with tenant separation enforced at the database layer. Your vendors see only your work orders, and your bids, limits, and pricing are never visible to anyone outside your company.

How long does setup take?

Signing up and dispatching a first work order usually takes under an hour. Loading a full vendor roster and property list is an afternoon, and we help with the imports at no charge.

Can I cancel?

Month to month, no contract. Cancel from your billing settings; access runs to the end of the period, and your jobs, documents, and financial history export on the way out.

Can this handle full project management?

Yes. Fixed-price, cost-plus, time and materials, CPFF, and GMP projects run natively, with critical-path scheduling, change orders, client approvals, and per-line progress invoicing, alongside same-day service orders on the same vendor network.