š Overview
Your vendor database in Structur is the central record for every subcontractor, supplier, and trade partner your company works with. Every vendor you add here becomes available when sending bid packages, creating subcontracts, and assigning trades to projects. A complete vendor database means faster bid management, accurate subcontracts, and a professional, consistent process every time you engage a trade partner.
Settings > Vendors gives you far more depth than a basic contact list. Each vendor record holds company details, a Tax ID, compliance files with expiration date tracking, crew size and rating, additional contacts, pricing and scope notes, and any custom fields you've set up for your business. Custom dropdown fields are configured once in Vendor Field Settings and then apply to every vendor record going forward.
From the vendor list, you can search, filter, switch between List and Grid view, and call, text, or email a vendor directly without leaving Structur.
š Understanding Vendors
ā” What It Does
Settings > Vendors allows you to:
Build your vendor database, store company name, contact name, email, phone, address, Tax ID, website, and trade for every subcontractor and supplier
Upload compliance files with expiration tracking, attach insurance certificates, W-9s, workers comp, and other documents with optional expiration dates, and see at a glance which are missing or expired
Track crew size, rating, and preferred status, record crew size, a five-star rating, and whether a vendor is a preferred go-to for their trade
Configure custom dropdown fields for your vendor registry, use Vendor Field Settings to add, edit, pin, or delete fields like Job Size, Materials/Labor, and Preferred Payment Method
Add additional contacts, store multiple contacts within the same vendor organization with individual notification settings
Record pricing lists and primary scope, document the vendor's rates and typical scope of work directly on their record
Search, filter, and switch views, find a vendor quickly with the search bar, filter the list, and toggle between List and Grid view
Contact vendors directly from the list, call from your mobile device, send a text from your mobile device, or open your default email client with one click
Import and export your vendor list, bring in existing contacts from CSV or QuickBooks, and export your full database at any time
š When to Use It
Settings > Vendors is most valuable when you need to:
Set up your subcontractor database before sending your first bid package
Track insurance, W-9, and workers comp status so you're never working with a non-compliant sub
Record a vendor's typical scope and pricing so your estimating team has a reference before requesting bids
Mark preferred vendors so your team knows who to go to first for each trade
Set up custom fields once in Vendor Field Settings so every vendor record tracks the same qualification criteria
Import an existing vendor list from a spreadsheet or QuickBooks to avoid manual re-entry
š Step-by-Step Instructions
1. Open Settings > Vendors
Click Settings in the left sidebar
Click Vendors in the Settings sidebar
The Vendors page shows your full vendor list with columns for Vendor, Contact Information, Trades, Compliance, and Actions. Use the Search vendors bar to find a specific vendor, the filter icon to filter the list, and the List / Grid toggle in the top right to switch how the list displays.
Note: The Compliance column shows color-coded badges for Insurance, W-9, and Workers Comp. A badge in red means that file is missing or expired for that vendor, so you can spot compliance gaps without opening each record.
2. Add a New Vendor
Click + New Vendor in the top right
The Add New Vendor modal opens. Everything is on one page, there's no multi-step wizard.
Click Upload Logo to add the vendor's company logo (optional). Use a square image at least 256x256px, PNG or JPG.
Enter the Company Name (required) and Contact Name
Enter the Email (required) and Phone Number
Enter the Address and Tax ID (both optional)
Enter the Website and select the vendor's Trades
Expand Vendor Files to attach compliance documents
Expand Additional Contacts to add other people at the vendor company
Expand Additional Fields to fill in crew size, rating, preferred status, custom dropdown fields, pricing, and scope
Click Add Vendor
Note: Company Name and Email are the only required fields. Everything else can be added or updated at any time.
3. Upload Vendor Files
Use the Vendor Files section to attach compliance documents, insurance certificates, licenses, and any other files tied to the vendor.
Select a File Type from the dropdown to categorize the document (for example, W-9)
Set an Expiration Date (optional), use this for insurance certificates and licenses that need renewal tracking
Click Click to upload or drag and drop the file into the upload area. Supported formats: PDF, images, or ZIP. Maximum file size 50MB.
Click Save File
Repeat for each document
Note: Setting expiration dates on compliance files is what drives the color-coded badges in the Compliance column. This is especially important for insurance certificates, working with an uninsured subcontractor creates liability exposure.
4. Add Additional Contacts to a Vendor
Use the Additional Contacts section to store other people at the vendor company, an estimator, an accounts receivable contact, or a project coordinator.
Enter the contact's Name, Email, and Phone Number
Toggle Send notifications on if this contact should receive project notifications
Click Add Contact
Repeat for each additional contact
5. Complete the Vendor's Additional Fields
The Additional Fields section holds qualification and preference data your estimating team uses when selecting vendors for bids and subcontracts.
Enter Crew Size, the number of workers the vendor typically fields
Set a Rating using the five-star rating control
Toggle Preferred Vendor on if this is a go-to vendor for their trade
Fill in the dropdown fields as applicable: Actively Bidding, New Construction / Remodel, Residential / Commercial, Have Subs Been Used?, Job Size, Materials / Labor, and Preferred Payment Method
Enter their Contractor License number
Enter pricing information in the Pricing List editor, rates, unit prices, or any pricing notes your team needs before requesting a bid
Enter scope details in the Primary Scope editor, the typical work this vendor covers so your team knows what to expect in their proposals
Note: Crew Size, Rating, Preferred Vendor, and Contractor License are fixed fields on every vendor record. The dropdown fields (Actively Bidding, Job Size, Materials/Labor, and so on) are configured centrally in Vendor Field Settings, see the next step.
6. Set Up Custom Fields (Vendor Field Settings)
Custom dropdown fields are configured once and then apply to every vendor record.
On the Vendors page, click the gear icon in the top right
The Vendor Field Settings modal opens, showing your existing fields (Actively Bidding, New Construction/Remodel, Residential/Commercial, Have Subs Been Used?, Job Size, Materials/Labor, Preferred Payment Method) with pin, edit, and delete icons next to each
To add a new field, enter a Field Name and select a Field Type in the Add New Field section
Toggle Pin Field on if you want this field to appear in the main area of the vendor form instead of a secondary section
Toggle Required Field on if the field must be filled in for every vendor record
Click Create
Click Done to close the modal
7. Contact a Vendor Directly from the List
Each vendor row in the list includes three quick contact icons on the right: a phone icon (tapping this on your mobile device initiates a call to the vendor), a message icon (tapping this on your mobile device opens a text message to the vendor), and an email icon (clicking this opens your default email client with the vendor's address pre-filled).
These actions use your device's native calling, messaging, and email apps. They do not send communications through Structur.
8. Edit a Vendor
Find the vendor in the list
Click anywhere on the vendor's row
The vendor opens in edit mode, where you can update their details, files, contacts, or custom fields, or delete the vendor entirely
Important: Deleting a vendor removes them from your database. Check for any active bid packages or subcontracts tied to the vendor before deleting.
9. Import Your Vendor List
Click the upload icon in the top right of the Vendors page
Choose your import source, CSV or QuickBooks
For CSV: download the template, fill in your vendor data, and upload the completed file
For QuickBooks: select which vendors to import and review the options
10. Export Your Vendor List
Click the download icon in the top right of the Vendors page
Your full vendor list downloads to your device
ā Best Practices
Upload compliance files on every vendor and set expiration dates, this is what drives the color-coded Compliance column, so you always know which vendors are current before adding them to a bid package.
Mark preferred vendors clearly, the Preferred Vendor toggle tells your estimating team who to go to first for each trade without needing to ask around.
Complete the Additional Fields for your most active subs, crew size, job size, and project type data helps your team match the right vendor to the right project scope.
Use Pricing & Scope to capture what you know, recording a sub's typical rates and scope of work before you need them saves time when building estimates and bid packages.
Set up custom fields once in Vendor Field Settings, since fields apply to every vendor record, decide on the fields your business needs before importing or adding a large batch of vendors.
Pin the fields you check most often, pinning keeps your most important custom fields visible in the main vendor form instead of tucked into a secondary section.
Import your existing database before going live, bring in your vendor list from CSV or QuickBooks before creating your first bid package so the database is ready from day one.
Keep the vendor list clean, review for duplicates after any import and remove vendors you no longer work with to keep the list manageable.
ā Common Questions
Q: What is the difference between the Vendors list and the Clients list?
A: Clients are the people and companies you build for, your customers. Vendors are your subcontractors, suppliers, and trade partners, the people you hire to complete work. They are managed separately in Settings because they serve different roles in leads, projects, and financial documents.
Q: What does the red badge in the Compliance column mean?
A: It means that file, Insurance, W-9, or Workers Comp, is missing or expired for that vendor. Upload the file and set an expiration date on the Vendor Files section to clear it.
Q: What file types can I upload as vendor files?
A: PDF, images, and ZIP files up to 50MB each.
Q: What are the pin, edit, and delete icons in Vendor Field Settings?
A: Pin moves a field into the main area of the vendor form. Edit lets you rename the field or update its options. Delete removes the field from your vendor registry entirely.
Q: Can I add custom fields to a vendor record?
A: Yes. Click the gear icon on the Vendors page to open Vendor Field Settings, then use Add New Field to create fields for any information your business tracks that isn't covered by the default fields.
Q: Can I import vendors from QuickBooks?
A: Yes. Click the upload icon on the Vendors page and select the QuickBooks import option. You'll be able to select which vendors to bring in from your connected QuickBooks account.
Q: Can I still export my vendor list?
A: Yes. Click the download icon in the top right of the Vendors page to export your complete vendor database.
Q: Do the call and text icons work on desktop?
A: These icons are designed for use on your mobile device. Tapping the phone icon initiates a call and tapping the message icon opens a text from your phone. The email icon opens your default email client on any device.
ā ļø Common Mistakes to Avoid
ā Don't | ā Do |
Add vendors without uploading compliance files | Upload Insurance, W-9, and Workers Comp on every vendor record and set expiration dates so the Compliance column stays accurate |
Leave crew size, job size, and rating blank | Fill these in so your team can match the right vendor to the right scope |
Skip Pricing & Scope on active vendors | Document known rates and typical scope so your estimating team has a reference before requesting bids |
Create custom fields one at a time while adding individual vendors | Set up all needed fields in Vendor Field Settings first, then they're available for every vendor |
Look for an edit or delete icon in the vendor row | Click anywhere on the vendor's row to open it in edit mode |
Import a messy or duplicate-filled list | Clean your CSV before importing to prevent duplicates and data issues from the start |
Delete a vendor without checking for active subcontracts | Review open bid packages and subcontracts before deleting a vendor record |