Vendors are the trade partners your team sends work orders to when warranty service and repairs are needed.
WarrantyOS makes it easy to assign vendors to work orders, track their progress, and monitor performance over time — all without requiring vendors to download an app or pay any fees.
This article covers:
Adding vendors
Using company-level email addresses
Assigning vendors to communities
Best practices for vendor notifications
Vendor-level reporting and performance tracking
Adding Vendors
Vendors are added to WarrantyOS so they can be assigned to work orders. Each vendor entry includes their name and the email address to which work order notifications are sent.
Best practice
Add vendors at the company level rather than by individual employees, avoiding duplicates and keeping your environment clean over time..
Using Company-Level Email Addresses
When adding a vendor, use a company-level or distribution email address (for example, [email protected]) if available, rather than an individual's personal email. This ensures work order notifications reach the right people, even when personnel change.
Vendors can set up a distribution address on their end to route work order emails to multiple people — their office staff, field supervisor, or whoever needs to know.
Why this matters
If you add an individual's email and they leave the company, work orders may stop reaching the right people. Company-level addresses prevent that problem automatically.
Assigning Vendors to Communities
Vendors can be assigned to specific communities, so it's easier to find the right vendor when creating work orders. This is especially helpful when different trades cover different areas of your market.
Vendor Notifications
Vendors are notified automatically via email when a work order is assigned and moves to in progress. They receive:
A description of the work needed
Relevant photos from the service request
A link to view the full work order details
Vendors reply directly to the email to confirm scheduling. They don't have access to WarrantyOS or any internal notes — they only see what's included in the work order email.
All vendor notifications are logged in the History tab so your team can confirm when communication was sent.
Vendor Reporting and Performance Tracking
The Reports tab in WarrantyOS can show you vendors' key metrics like:
Communities they work in
Total work order count
Completed work orders
Time to resolution
Clicking into an individual vendor shows all work orders associated with that vendor, broken down by status. This gives your team a clear picture of which vendors are staying on top of their work and which ones may need follow-up.
Best practice
Track vendors at the company level rather than by individual employees at that vendor. This avoids duplicate vendor entries when personnel changes and keeps your reporting clean over time.