Tracking & Reports
Vendor List
MyPMP
QMS Template
| Name | Contact | Category | Rating | Notes |
|---|---|---|---|---|
βοΈ
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Saving to the cloud (sync across devices) is a paid feature. Unlock Vendor List for $1/mo, or get everything with membership ($9/mo or $99/yr).
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About the Vendor List template
A Vendor List is a centralized register of every supplier, contractor, and service provider engaged on a project or across an organization, capturing contact details, contract scope, and status. It gives procurement and project teams a single source of truth for who supplies what, on which terms, and how they're performing. Keeping it current prevents duplicate sourcing, missed renewals, and untracked spend.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Vendor List
- βΈSetting up procurement for a new project and consolidating approved suppliers
- βΈPreparing for an audit or spend review that requires vendor documentation
- βΈOnboarding a new PM or buyer who needs quick visibility of existing suppliers
- βΈTracking contract expiry dates and insurance or compliance certificates
What a good Vendor List includes
- βVendor name, category, and primary contact (name, email, phone)
- βProducts or services supplied and associated contract or PO reference
- βContract start and end dates, plus renewal or notice deadlines
- βPayment terms, agreed rates, and preferred/approved status
- βCompliance records: insurance, certifications, tax or registration IDs
- βPerformance rating and notes on issues or open actions
What's inside this template
The interactive form above gives you:
A table of Name, Contact, Category, Rating, NotesNotes
Tips & common mistakes
- π‘Assign a single owner responsible for updates so the list doesn't drift out of date
- π‘Flag renewal and certificate expiry dates early to avoid lapsed cover or auto-renewals
- π‘Standardize vendor categories from the start so you can filter and report by spend type
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
How is a vendor list different from an approved supplier list?οΌ
A vendor list records all suppliers you deal with, while an approved supplier list is a filtered subset that has passed qualification checks and is cleared for new work.
How often should a vendor list be updated?οΌ
Review it at least quarterly, and update immediately whenever a contract is signed, renewed, or terminated, or when contact and compliance details change.
What details should never be missing from a vendor entry?οΌ
At minimum, capture the vendor name, a current contact, the service or product supplied, and the contract end or renewal date so nothing slips through unnoticed.
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