Approving Vendors

Task: Create a task in Breezeway whenever a new vendor is being considered. Tag Accounting team so they can get the information needed from vendor 

• Use template "New Vendor Onboarding – [Vendor Name]"

New Vendor Onboarding – Insurance & Compliance

When bringing on new vendors, we must ensure the following documentation is collected:

1. Certificate of Insurance (COI) – required from all vendors.

2. Workers’ Compensation Form – required if applicable.

3. W9 - if non CC paid vendor
   
   

If a vendor does not have workers’ compensation coverage:

• Send them the rejection form to document non-compliance.
  
  

Important Tip:

• If a vendor does not have insurance, do not use them.
  
  

• Consider finding a replacement vendor, even if there is a personal connection (e.g., a friend of the property owner). All vendors must meet insurance and safety requirements to protect the property and guests.

Template: 

Hello,

We are requesting a copy of your Certificate of Liability Insurance as well as your Workers’ Compensation form (Year: xxxx). Please send the documents to accounting@shorttermrentalmanager.com

If you do not have either of these, please indicate “None” for the respective document, and we will follow up with next steps.

Thank you for your prompt attention.