Help Center

1. Set Up Your Organization

After your account is created, you'll have access to your admin dashboard where you can configure your organization settings, add team members, and customize your workflow preferences.

2. Build Your Vendor Network

Before posting tasks, invite your vendors to join your network. You can invite vendors in two ways:

• Admin Invitation (Recommended): Pre-fill vendor details and generate a unique invite link. The vendor clicks the link, confirms their info, and submits for approval.
• Self-Registration: Share your registration link and vendors apply directly. You'll review and approve each application.

3. Review & Approve Vendors

When a vendor submits their application, you'll review their information field by field. You can approve, request corrections, or edit fields directly. Once approved, vendors can start receiving and bidding on tasks that match their qualifications.

Reverse Auction (Default)

Post a task and let vendors compete by lowering their prices. Vendors can only see the current lowest bid (anonymously) - they never see who placed it or how many bids exist.

Best for: Non-urgent work where you want competitive pricing

First-Come-First-Served (FCFS)

Set a fixed price and the first qualified vendor to claim it gets the job. No bidding, no waiting - instant assignment.

Best for: Urgent tasks or routine work with known pricing

Direct Assignment

Assign work directly to a specific vendor at a set price. The vendor receives a notification and can accept or decline. Great for preferred vendors or specialized work.

Best for: Preferred vendors, specialized skills, or ongoing relationships

Task Settings

When creating a task, you can configure:

• Deadline: Set when bidding closes
• Auto-Award: Automatically award to lowest bid when deadline passes
• Budget Limits: Set maximum budget for auto-award decisions
• Target Completion Date: When the work should be finished
• Attachments: Add photos, documents, or specifications

Vendor Qualifications

Each vendor specifies their trade categories and service areas during registration. They'll only see tasks that match their approved qualifications, ensuring you get bids from vendors who can actually do the work.

Performance Tracking

VendorSpoke automatically tracks key metrics for each vendor:

• Win Rate: How often they win bids they place
• Completion Rate: Jobs completed vs. assigned
• Average Rating: Your quality ratings (1-5 stars)
• Total Earnings: Revenue history through your platform

Handling Issues

If a vendor underperforms or has issues, you can disable them from your network. Disabled vendors can't see new tasks or place bids. You can re-enable them at any time.

Vendors can also be automatically suspended if required documents (insurance, licenses) expire or are missing.

Subscription Plans

VendorSpoke offers flexible pricing based on your needs. Plans vary by features, number of users, and task volume. Visit our pricing page to see current options or contact us for custom enterprise pricing.

Managing Your Subscription

You can upgrade, downgrade, or cancel your subscription at any time from your account settings. Changes take effect at the start of your next billing cycle.

Vendor Payments

VendorSpoke tracks vendor payments but doesn't process them directly. You pay vendors through your preferred method (ACH, check, Venmo, Zelle, etc.) and mark payments as complete in the system for record-keeping.