Hold Every Vendor To The Same Standard

Assign providers to the properties they cover and keep scopes, expectations and performance history for each one in one place, so the crew at your worst-performing site gets held to what the contract actually says.

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IRS contract files sampled by auditors were missing required documentation.

Source: Treasury Inspector General for Tax Administration, Despite Previous Recommendations, Contract Documentation Issues Persist (2025)

Vendor records tend to live in four places at once. The signed scope is in somebody’s email, the pricing is in a spreadsheet, the complaint history is in a text thread with the site manager, and the renewal date is in a calendar nobody else can see. When the person holding all of it leaves, the vendor relationship resets to whatever the vendor says it is.

Without a shared record, accountability runs on memory. A provider misses two visits in March, gets a phone call, and by the time the contract comes up for renewal nobody can say whether that was a pattern or a bad month. Scopes drift the same way. A crew stops doing something, nobody writes it down, and eighteen months later it isn’t in the scope anymore.

ClearFM keeps every vendor's scope, contacts, work history, compliance documents and performance record in one place that your whole team can read, so accountability survives turnover and travels across sites.

One record per vendor that anyone on your team can open, showing what was agreed, what was delivered, and what still needs fixing.

What you get

Scopes that stay written down

The agreed scope lives on the vendor record, not in an email from two years ago. When a site manager says the crew stopped doing something, you can check what was actually promised instead of arguing from memory.

Performance you can look up

Provider performance history is available on Starter and above, built from work delivered through the platform. Two missed visits stop being a story the site manager tells and become a record you can put in front of the vendor.

Same vendor, every site

A provider working eight of your buildings shows up as one record with eight service histories. You can see which sites get the good crew and which get the B-team. That’s the conversation worth having at renewal.

How it works

Bring vendors in

Add the providers you already use, or pull them in from an awarded request for proposal, and assign each one to the properties it covers. Each gets a record with contacts, trades, sites and the scope you agreed to.

Set the expectations

Write down what the vendor is responsible for at each site, including frequency, deliverables and who to call. Requesters and managers reading the same expectations is what stops a scope from quietly shrinking.

Route work through it

Work orders, tickets and invoices attach to the vendor record as they happen. Nobody has to remember to log anything, because the record builds itself out of work your team is already doing in the platform.

Review and decide

At renewal, open the record and read what actually happened. Response times, repeat issues, invoice history and compliance status in one view. Renew, re-bid, or move the vendor off a site with a reason you can name.

Why teams run this on ClearFM

Accountability stops depending on one person's memory

The manager who knows a vendor’s real history is also the manager most likely to change jobs. A shared vendor record means the history stays when the person goes. Their replacement can open the file, read two years of service and complaints, and hold the same line from week one instead of rebuilding trust from zero.

Scope creep gets caught in weeks, not years

A written scope on the vendor record gives a site manager something to check against. When the crew stops stripping and waxing the entry quarterly, that shows up as a gap against the scope rather than as a vague sense that service got worse. You raise it while it’s still a conversation and not a renegotiation.

Your best sites and worst sites get compared

One vendor across multiple buildings usually delivers unevenly, and the unevenness is invisible until someone puts the sites next to each other. A single vendor record with per-site history does that. Growth and above adds regional roll-ups and cross-property analytics, so the pattern shows up as numbers rather than anecdotes.

Renewal conversations start from evidence

Going into a renewal with a printed service history changes the conversation. You can point at four missed visits in a quarter, or at a response time that beat the scope every month, and price accordingly. Vendors tend to negotiate differently once they know you’ve been keeping records, which is most of the benefit.

Compliance status sits next to performance

A vendor’s insurance and license status belongs on the same record as its work history, because both feed the same decision. On Starter and above, compliance tracking flags a certificate of insurance (COI) that’s about to expire, so you’re not awarding new work to a provider whose coverage lapses next month.

Your whole team works from the same vendor list

Requester seats are unlimited on every plan, so site staff can see which vendor handles what and raise work against the right one. Growth and above adds approved vendor lists, which turns that into a rule rather than a suggestion. Fewer rogue calls to whoever a site manager used at a previous job.

Built for Real Estate & Facility Teams

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Questions people ask

What's the difference between vendor management and an approved vendor list?

Vendor management is the record itself, holding scope, contacts, work history and performance for every provider you use. An approved vendor list is a control on top of it, restricting who your team can raise work against. Vendor management runs on every plan, while approved vendor lists start on Growth.

Can I manage vendors across multiple properties?

Yes. A vendor record covers every site that provider works, with service history per property. Plan limits apply to properties rather than vendors, at two on Free, ten on Starter, forty on Growth and unlimited on Enterprise. Regional roll-ups on Growth and above let you compare the same vendor’s performance by region.

How far back does vendor history go?

90 days on Free, unlimited from Starter up. That difference does more work than it sounds like, because most vendor arguments are about something that happened last spring. Unlimited history means a renewal conversation can reference the full relationship rather than the last quarter, and a 2024 audit request is still answerable.

Do my vendors need a ClearFM account?

Providers on ClearFM have their own accounts, with profiles, scheduling, invoicing and work management on their side. That’s what makes the shared record work, because it’s the same job, the same scope, one version of what happened. You can still track a vendor who isn’t on the platform, you just won’t get their side of the record.