A record per vendor
Name, contacts, terms, tax ID, category. Categories can require documents and set who approves invoices. Active, pending, or suspended.
Vendors
Approve the bill. Mail the check.
Keep the vendor, take the invoice, run approval, pay by mailed check with tracking. Request the paperwork on a secure link. Rate the work when the project is done. Pull unbilled bills onto a WIP statement.
Approve the bill. Mail the check.
The vendor, the paperwork, the approval, the payment, the rating.
Invoices on the project
A bill lands tagged to a project, a client, a location, a service item. Split it across jobs when the work was. Upload reads the invoice so you are not typing every line.
Approval that matches the category
Single approver, in sequence, or in parallel. Reviewers get email and an in-app notice. Approve it, reject it, comment on it. The timeline stays on the bill.
Document requests
One-off or recurring. Insurance, W-9, a license, whatever the category requires. Send a secure link. The vendor uploads the file or submits an invoice without a seat in Base Assist.
A portal for the vendor
Vendors who work with you often get a portal. They submit invoices, upload documents, and see the projects those bills sit on. Internal staff still own approval and payment.
Rate the work
When a project is done, people on that work rate the vendor. The team can see who is actually good at the job, not who has the oldest relationship.
Mail the check. Track it.
Approved invoices go on a payment queue. Admins send mailed checks in a batch. Check number, status, and tracking sit on the payment. Preview the check before it goes out.
Bill it on the statement
Unbilled vendor bills on a project pull onto a WIP statement next to hours and expenses. The cost you paid can sit on the same bill you send.
How it works
Collect the bill. Approve it. Pay it. Rate the work.
Collect
The invoice and the paperwork come in.
Staff submit a bill, a vendor uses the portal, or they hit a secure link from a document request. Tag it to the project. Request COI or a W-9 the same way, one-off or on a cadence.
- 01Send a secure link, or take the bill in the portal.
- 02Tag the project, client, and location.
- 03Request documents that the category requires.
Approve
The category decides who looks.
Workflows run single, sequential, or parallel. Approvers comment, reject, or sign off. Split the bill across projects if the work was split.
- 01The bill enters review.
- 02Approvers get notified.
- 03Approve, reject, or split it.
Pay
Queue the checks. Mail them.
Approved bills sit in the payment queue. Admins send a batch of mailed checks. Tracking and check number come back onto the payment.
- 01Approved bills land on the queue.
- 02Preview the check.
- 03Mail the batch and follow tracking.
Rate
Score the vendor when the project is done.
People who were on the work leave a rating. Next time you pick a vendor, you can see who actually delivered.
- 01The project closes.
- 02The team rates the vendor.
- 03Ratings sit on the vendor record.
The cost can hit the same statement as the hours
The Vendors app pays the bill. The project and the statement live in the other apps.
Projects
Tag the invoice to the project, or split it across more than one. The vendor cost sits on the job it belonged to.
WIP
Pull unbilled vendor bills onto a WIP statement next to time and expenses from the same project. One statement, not three exports.
Accounting
If you run both, vendor bills and payments can hit the books. Accounting still works on its own. You do not need this app to run accounts payable in Accounting
Pricing
A seat is for people inside the office. Vendors do not need one.
Team
1-9 users
$12/ user / month
The full Vendors app. Vendor records, invoices, approvals, document requests, ratings, mailed checks with tracking, and the vendor portal.
Studio
10-24 users
$10/ user / month
The full Vendors app. Every seat at this rate once you are in the band.
Firm
25-49 users
$8/ user / month
The full Vendors app. Same features, lower seat price as the firm grows.
Organization
50+ users
$6/ user / month
The full Vendors app. Volume rate.
A seat is anyone licensed for the Vendors app. People who manage vendors, approve invoices, send checks, and rate the work. External vendors use the portal or a secure link and are not billed as seats. All seats are billed monthly at the rate for your current size. The Projects, WIP, and Accounting apps are licensed separately.
Need more than one app? Estimate a monthly total.
Questions
How the Vendors app is set up in Base Assist.
No. They use the vendor portal, or a secure link from a document request. Seats are for people inside the office who approve, pay, or rate.
You send a one-off or recurring request. They upload on a secure link, or in the portal. Insurance, W-9s, invoices, whatever you asked for.
Once the invoice is approved, admins put it on the payment queue and mail a check. Tracking and the check number sit on the payment.
No. The Accounting app can pay bills without the Vendors app. If you have both, they tie together so vendor bills and payments can hit the books from the same work.
Yes. Unbilled vendor bills on a project pull onto a WIP statement next to hours and expenses from the same work.
People inside the office, after the project is done. Ratings sit on the vendor so the next person picking a sub can see how the last job went.
Help with the Vendors app
Vendor records, invoices, document requests, approvals, ratings, and mailed checks.