Money

Vendors

Vendors is where you keep the outside businesses you hire (audio, lights, catering, security and so on), ask them for quotes through RFPs, compare and award quotes, draw up and approve contracts, and log their invoices. In the left menu, under Money, choose Vendors. The page opens on Summary, with tabs for Vendors, Marketplace, Promoters, RFPs, Quote comparison, Contracts and Invoices.

It is in every product. In CoralOps there is no Marketplace tab, and in PromoterOps the Promoters tab reads Co-promoters. Owners, Company Admins, Managers, Ops and Coordinators can add and change vendors, RFPs, quotes and contracts; Finance, Legal and View only can read them. Invoices are money detail (see "Who can see and edit invoices?").

How do I add a vendor?

1. Open Vendors and choose + Add vendor (top right).
2. Type the Vendor name (required).
3. Pick a Category (Audio, Video, Lights, Logistics, Shipping, Venue, Catering, Security or Other).
4. Optionally fill in Contract value, Contact name and Contact email.
5. Choose Add vendor.

The vendor appears on the Vendors tab. You can also copy a vendor in from the Marketplace tab with Add to my vendors. A contract can only name a vendor that is on this list, so add the vendor first.

How do I edit or delete a vendor?

1. Open the Vendors tab.
2. On the vendor's row, choose Edit.
3. Change the name, Category, Contract value, Contact name, Contact email or Notes, and set the Contract status (Draft, Sent, Signed, Active, Expired, Cancelled) and COI status (Pending, Requested, Current, Expired).
4. Choose Save changes.

To remove a vendor, choose Delete on its row and confirm. This cannot be undone.

How do I track a vendor's certificate of insurance (COI)?

Each vendor has a COI status, shown in the COI column of the Vendors tab: Pending, Requested, Current or Expired. To change it, choose Edit on the vendor, set COI status, and choose Save changes. Current shows green and Expired shows red, so you can scan the list for vendors who still owe you a certificate.

What does the Summary tab show?

The Summary tab gives a quick read of your vendor work:

• Active vendors and Open RFPs (RFPs still in draft or sent).
• Open invoices and Total invoiced, converted into your company currency. Cancelled invoices are left out.
• Spend by category, totalled from invoices by the vendor's category.
• Upcoming invoices due, the next five unpaid invoices by due date.

The invoice figures only show for people who can see invoices.

How do I create an RFP (request for proposal)?

1. Choose + New RFP at the top of the Vendors page.
2. Type an RFP title (required), for example "PA system rental, Mexico leg".
3. Optionally pick the tour (or festival, event) it belongs to, a Category, a Response deadline and an Estimated value.
4. Describe the work in Scope description (dates, quantities, what you need).
5. Choose Create RFP.

The RFP is listed on the RFPs tab with its deadline, value, how many quotes it has and its status. Choose View to see its details and the quotes received, or Close RFP to stop taking quotes. Delete removes the RFP and all of its quotes.

How do I add a quote from a vendor?

You need at least one RFP first.

1. Open the Quote comparison tab and choose + Add quote.
2. Pick the RFP it answers.
3. Pick the Vendor from your list, or leave it on manual entry and type the Vendor name.
4. Enter the Amount (required) and Currency, and optionally Valid until, Payment terms and Notes.
5. Choose Add quote.

To fill the form from the vendor's PDF or photo instead of typing, use Read it from a file at the top of the form (see "How do I read a quote or invoice from a file?").

How do I compare quotes and award one?

1. Open the Quote comparison tab.
2. Pick the RFP in the RFP list. Its quotes are listed lowest amount first, with currency, Valid until, terms and status.
3. On the quote you want, choose Award. The RFP is marked awarded and the quote shows Awarded.
4. On the awarded quote, choose Draft contract to start a contract filled in from it.

Delete on a quote removes it. Amounts in different currencies are listed as entered, so check the currency column when comparing.

How do I read a quote or invoice from a file?

Add quote and Add invoice both start with a Read it from a file box.

1. Choose the vendor's file (a PDF or a photo), or pick a document you already uploaded from Or choose a document you already uploaded.
2. Choose Read it.
3. GigOps fills in the form fields it found (vendor, number, total, currency, dates, terms) and lists the Line items.
4. Check every field. Nothing is saved until you press Add quote or Add invoice.

If the file has no printed total, the amount is left empty and a message tells you what the lines add up to. Files over about 18MB are too large to read. If reading is not enabled for your workspace, you will see a message asking you to enter it by hand.

How do I fix the line items after reading a file?

After Read it, a Line items grid appears in the quote or invoice form with Description, Qty, Unit, Amount and Budget line for each line.

• Edit any cell directly.
• Use the Budget line list on each row to match the line to one of your budget lines (or leave it on no line).
• Choose Remove to drop a line, or Add a line to add one.
• The total under the grid ("Lines add up to") updates so you can compare it with the amount.

The lines are saved with the quote or invoice when you press the form's save button.

How do I log a vendor invoice?

1. Choose + Invoice at the top of the Vendors page.
2. Optionally use Read it from a file to fill the form from the vendor's PDF or photo.
3. Pick the Vendor, and enter the Invoice number and Amount (required) with its Currency.
4. Add the Issue date and Due date.
5. Optionally link a Show and a Budget line.
6. Set the Status (Pending, Approved, Paid, Overdue, Cancelled). If you pick Paid, a Paid date field appears.
7. Choose Add invoice.

To change an invoice later, open the Invoices tab and choose Edit on its row (status, paid date, amount, due date, notes), then Save changes. Delete removes it.

Who can see and edit invoices?

Invoices are money detail, tied to the Budget module. The + Invoice button, the Invoices tab and the invoice figures on Summary only show for people who can see the budget. Owners, Company Admins, Managers, Finance and Legal can add and edit invoices, and so can reading a file into an invoice. Ops and Coordinators do not see invoices unless a Company Admin gives them Budget access in Users & access.

How do I create a contract?

1. Open the Contracts tab and choose + New contract, or choose Draft contract on an awarded quote.
2. Pick a Standard template (your default is preselected) to fill in the standard clauses, or start blank. Optionally pick Start from quote to copy a quote's vendor, value, terms and scope.
3. Type the Contract title and pick the Vendor (both required).
4. Pick the Show / event, and fill in the dates, Contract value, scope, payment and other terms.
5. Under Finance coding, set the Year, Category, Sub-category, Line item and Department if you want the value to go into the budget once Finance approves.
6. Choose Create contract.

Tick Priority to put the contract at the top of the list and of reviewers' queues. EZ marks it as a fast-track contract.

How do I send a contract for legal and finance review?

1. On the Contracts tab, choose Open on the contract.
2. Choose Submit for review.
3. Pick a Legal reviewer, a Finance reviewer, or both, and add a Message if you like.
4. Choose Send for review.

The contract moves to In review. Each reviewer sees it under Awaiting your approval on My day and in Planning, and only the person assigned can Approve or Deny it. Use Send approval email to remind reviewers who have not answered, or Add reviewer to bring in someone else. When every reviewer approves, the contract becomes Ready to send. If anyone denies it, it shows Changes needed and you can edit and resubmit.

How does an approved contract get into the budget?

When the Finance reviewer approves a contract that has a Category set under Finance coding, GigOps adds a budget line for the contract value, once, linked to the contract's show. The contract shows "Rolled into budget" under Finance coding. If no category is set, nothing is added to the budget.

How do I send a contract to the vendor and record it as signed?

Open the contract from the Contracts tab. What you can do depends on its status:

• Send for e-signature draws the contract as a PDF in Signatures (GigOps Sign) for both sides to sign. Check the signers there, then send it. Once sent, the button reads Open e-signature. It only shows if you have Signatures.
• Mark sent to vendor records that you sent it yourself (status Sent to vendor). It does not email anyone.
• Import signed contract uploads the signed PDF or image (up to 20MB) and marks the contract Completed. Download signed copy gets it back later.
• Export PDF opens a printable copy of the contract with signature lines.

Delete is only offered while a contract is a draft or needs changes.

How do I set up contract templates?

1. Choose Contract templates at the top of the Vendors page, or Manage templates on the Contracts tab.
2. Choose + New template.
3. Give it a Template name and write your standard Scope of work, Travel, Other considerations, Payment schedule, Payment terms, Hold harmless / indemnification and Additional terms.
4. Tick Set as default template if new contracts should start from it.
5. Choose Create template.

Use Edit or Delete on a template in the list to change or remove it.

What does "Check against template" do?

Open a contract and choose Check against template. GigOps compares the contract clause by clause with the template it was made from, or your default template if it was not made from one, and lists what differs or is missing. The findings are advisory only: nothing is changed or saved, and a person decides what to do about each one. You need at least one contract template; without one you are asked to add a template first.

What is the Marketplace tab?

The Marketplace lists vendors who signed up through GigOps Vendor and were checked by the GigOps team. Open the Marketplace tab, stay on Browse, and narrow the list with the search box (vendors, services, cities), the category list, Works with and the reach list. Vendors who work with your kind of product are listed first. Choose a vendor's card to see its profile: categories, where it is based, reach, insurance, services, past clients and contact details.

From the profile you can choose Add to my vendors to copy it into your Vendors list, Add to village (FestivalOps and ActionOps; Activations in ActionOps) or Add to venue vendors (VenueOps), or Request a quote. Not in CoralOps.

How do I request a quote from a marketplace vendor?

1. On the Marketplace tab, open the vendor's card and choose Request a quote.
2. Fill in What do you need? (required), and optionally Event, Budget, From, To and Location.
3. Write the Message (required), or choose Draft with AI to have it written for you.
4. Choose Send request.

The vendor gets the request in GigOps Vendor and by email, with your name and email, so they can reply to you directly. The conversation opens straight away and is kept under Your requests.

How does "Draft with AI" work for a quote request?

In the Request a quote form, type at least What do you need?, plus any event, dates, location and budget you know, then choose Draft with AI. GigOps writes the message from what you typed and puts it in the Message box. Nothing is sent: read it, edit it, then choose Send request. If AI drafting is not enabled for your workspace, write the message yourself.

Where do I see replies from marketplace vendors?

On the Marketplace tab, choose Your requests. Each request shows the vendor, what you asked for, who asked, the last activity and a status (Sent, Replied, Closed, or Vendor removed). A number on the Marketplace tab and on Your requests counts unread replies, and a dot marks each new one. Choose a request to read the thread, write a Reply and choose Send. Use Close request when you are done (or Reopen request later), and View vendor to go back to the profile.

How do I get a vendor I work with into the marketplace?

Vendors list themselves. On the Marketplace tab, choose Copy the GigOps Vendor link (shown when the list is empty or at the end of the list) and send it to the vendor. They sign up on GigOps Vendor, and their listing appears in the marketplace once the GigOps team approves it.

What is the Promoters tab?

The Promoters tab (Co-promoters in PromoterOps, Promoters and buyers in VenueOps) is your directory of promoters, built automatically from the Promoter field on your shows. Choose + Add promoter to add one by hand with Promoter name, Email and Phone. Use Edit to change the details or add Notes, and Delete to remove a promoter from the directory. Deleting does not change any existing shows.

How do I see what we emailed a promoter?

In the Promoters tab, choose History next to the promoter (or the History tab when you edit one). It lists every email GigOps sent them from your company, newest first: venue emails about holds and dates, offers, advance requests, call sheets, day sheets, catering counts and invitations, with the subject, when, who sent it and whether it went. An email counts for a promoter when it was sent about their hold or event, or to their email address. Choose Open to read the words as they went (private links in it are hidden). Only your company sees its own emails.