ops #template #managers
For every recurring vendor, we maintain a contact card. Lives in the office binder under "Vendors."
Vendor contact card
Vendor name: [official name]
Service category: [food / beverage / chemicals / linens / pest / equipment / other]
- Name: [primary rep]
- Phone: [direct line]
- Email: [direct email]
- Best contact hours: [days/times]
- Name: [name]
- Phone: [number]
- When to call: [only for outages, deliveries, billing emergencies]
Account details
- Account number: [as on invoices]
- Billing terms: [Net 30, Net 15, prepaid, etc.]
- Payment method: [check / ACH / card on file]
- Standard order day: [day of week]
- Standard delivery day: [day of week + window]
Standing order
- [item, quantity, frequency]
- [item, quantity, frequency]
Service history notes
- [issue, date, resolution]
- [issue, date, resolution]
- [ ] Excellent — reliable, on-time, fair pricing
- [ ] Good — minor issues, responsive
- [ ] Acceptable — works but watch closely
- [ ] Replace — find alternative vendor
Updated: [date]
Updated by: [GM signature]
Cross-reference to the supplier deep article (if exists) in Suppliers and Brands tab.