Vendor Management

Know who’s allowed on-site — before they show up.

COIs, W-9s, certifications, insurance expirations. FRS365 keeps every vendor record current and flags problems before they walk through the door.

The Problem

Your vendor file is a folder of expired PDFs.

The contractor on your roof today has an insurance certificate that lapsed in March. You don’t know that yet.

COIs expire silently. No one calendars the renewal date. You only find out when something goes wrong.

Vendor contacts walk out the door. When the manager who knew the HVAC guy quits, so does the relationship.

Multi-site vendors are a mess. Each location has its own list — sometimes the same vendor under three different names.

What You Get

Every vendor, contact, trade, and rate in one searchable directory — not buried in someone’s inbox.

Upload the certificate once. FRS365 watches the expiration and pings you 30 days out.

Trade certs, W-9s, MSAs — one vendor profile, every document attached and dated.

Vendors with lapsed insurance can’t be assigned new work orders. The system enforces your rule.

Rate vendors after every job. Bad ones surface before the next call-out.

One vendor record, used across every location. No more “same vendor, three different names.”

In Practice

Send the vendor a link. They upload their COI, W-9, and certifications themselves — no email back-and-forth.

You review and approve. The vendor lands in your directory, tagged to their trade, ready to assign.

FRS365 watches expiration dates. 30 days out, both you and the vendor get a renewal ping.

Why Teams Switch

Most operators run vendors in spreadsheets or pay $400/mo for a standalone COI tracker. Neither talks to your work orders.

Bring your vendor list. We’ll load it into FRS365 during your trial so you can see the compliance gaps before your insurer does.

Start 7-Day Trial Book a 15-min walkthrough → No credit card to start · use code TRY365