Vendor documentation & follow-up

Keep outside work inside the accountability trail.

When an External Vendor performs specialized work, REQQER can keep the Internal Assignee, vendor identity, Activity, questions, replies, quotations, approvals, inspection reports, and completion documents connected to the same Req.

See the responsibility model →Schedule a Demo

Vendor assignment does not have to mean internal responsibility disappears.

REQ #18427Annual sprinkler inspectionInternal Assignee: Facility Director · External Vendor: Fire Systems Co.

Question sentRequest inspection date and documentation

Vendor replyResponse returns to Activity

Report attachedSupporting document remains with the Req

Two roles, one Req

Separate the person responsible for follow-through from the specialist performing the work.

Internal Assignee

Own the follow-through

The internal staff member can coordinate the work, follow up on delays, obtain documentation, and make sure the Req is appropriately completed.

Coordinate staff or vendor
Track delays and next steps
Confirm documentation arrived
Ensure appropriate closure

External Vendor

Perform specialized work

The outside company or specialist may perform inspections, repairs, testing, or other work and provide proposals, certifications, reports, invoices, or supporting records.

Specialized execution
Quotation or proposal
Inspection or service report
Supporting documentation

Communication that stays attached

Ask for information without creating a second record of the conversation.

Need Additional Information can send a question, documentation request, or approval request while saving the question as Activity. Supported replies return to the existing Req as Activity, and reply attachments are added to the Req’s documents.

Req ActivityState the question, approval request, quotation need, or missing documentation.

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Email sentRecipient receives the question with Req context and reply instructions.

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ReplyVendor, manager, or other recipient responds by email.

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Back to the ReqReply text becomes Activity; attachments become Req documents.

Document the decision trail

Keep the commercial and operational context with the work.

For vendor-related work or purchasing workflows, Activity can preserve who was contacted, what was requested, quotations received, approvals, decisions, delays, back orders, and the final outcome.

Vendor proposals and quotations
Approval or denial decisions
Inspection and service reports
Invoices, certifications, photographs, and other supporting files
Arrival dates, back orders, delay reasons, and next steps

Explore Communication & Vendor Follow-Up

Vendor A$3,850Proposal attached · 14-day lead time

Vendor B$4,120Proposal attached · 7-day lead time

Decision preserved with the ReqSelected vendor, approval, final price, and supporting documents remain part of the work history.

Req ActivityExample history

MAR 04

Inspection scheduled with vendor

Vendor confirmed on-site inspection for March 11.

Activity

MAR 11

Inspection completed

Awaiting final report and certification.

Follow-up

MAR 13

Report received

Final PDF attached to Req and reviewed by Internal Assignee.

Document

History that explains the status

Make “waiting on vendor” visible as a managed condition—not a black hole.

Activity can document meaningful progress, contact, delay, temporary action, approvals, and the next planned step. That history gives managers context when a Req remains Open or On Hold.

Record communication after each meaningful step
Keep Work Duration separate from elapsed calendar time
Preserve attachments alongside the narrative
Close only when the work is completed or otherwise appropriately resolved

Capabilities behind the solution

Vendor follow-up is still part of Work Order management.

Follow a vendor Req end to end

See how outside work can remain internally accountable.

A demonstration can show assignment, information requests, email replies, Activity, quotations, attachments, On Hold status, and final documentation in one vendor-related Req.

Request a Demonstration All Solutions

Keep outside work inside the accountability trail.

Separate the person responsible for follow-through from the specialist performing the work.

Own the follow-through

Perform specialized work

Ask for information without creating a second record of the conversation.

Keep the commercial and operational context with the work.

Make “waiting on vendor” visible as a managed condition—not a black hole.

Vendor follow-up is still part of Work Order management.

Work Orders

Communication

Compliance Documentation

Dashboards & Reporting

See how outside work can remain internally accountable.