Vendor Management Database Template

Overview

This template centralizes your vendor ecosystem, connecting contact details, contracts, and financial records in a single structured system. Instead of scattering information across multiple tabs, you can manage the entire vendor lifecycle—from application to invoicing—in one unified view.

The database is built on four connected tables: Users, Vendors, Invoices, and Tasks. A Vendor record links directly to their Invoices (automatically calculating Gross totals) and Tasks. This relational structure ensures that every document or to-do item is permanently associated with the correct provider, keeping your operations organized and audit-ready.

Why choose a Vendor Management database over Google Sheets

Spreadsheets handle lists well but struggle with complex relationships like linking multiple invoices and contracts to a single vendor while maintaining data integrity.

The power of Softr Databases

Unlike flat spreadsheets, Softr Databases use a relational model where "one table equals one object." This allows you to link specific Invoices or Tasks directly to a Vendor record without relying on fragile VLOOKUP formulas that break when rows are moved. Column types are strictly enforced—ensuring currency fields remain numbers and dates stay valid—which prevents the mixed-data errors common in Google Sheets.

Core features and functionality

This template includes dedicated attachment fields for securely storing Contracts and Insurance documents directly on the vendor profile. It also features a "Status" pipeline (Applied, Reviewing, Accepted) to manage onboarding, and formula fields that automatically calculate invoice totals (Net + Tax), eliminating manual calculation errors often found in spreadsheets.

Who is this Vendor Management database for

This template is designed for operations and finance teams who need to maintain clear relationships with external providers:

• Operations Managers: Centralize vendor contact info and ensure insurance compliance.
• Finance Teams: Track invoice status, net terms, and tax calculations efficiently.
• Procurement Officers: Manage the vendor application pipeline from review to acceptance.

How to take it further

1. Customize the database
Tailor the "Category" select field to match your specific supply needs (e.g., add "Software" or "Logistics"). You can also add a "Renewal Date" field to the Contracts table to track expirations.

2. Import your existing data
Move away from Google Sheets quickly by importing your existing vendor lists via CSV. The system will map your columns to the database fields, populating your tables instantly.

3. Build an app on top
Turn this database into a secure Vendor Portal where suppliers log in to update their profiles or upload invoices directly. Using the interface builder, you can create specific views for vendors while keeping internal notes private. Configure users and permissions to ensure vendors see only their own data.