Suppliers

Manage Suppliers in Agencydesk. Connect Suppliers to Cost Types and Purchase Orders, upload contracts and NDAs, and track procurement history per Supplier.

Suppliers in Agencydesk represent the external providers your agency relies on to deliver work: print shops, freelancers, media platforms, photographers, translators, software licences, and any third-party service that carries a cost. Because Agencydesk is built exclusively for agencies, Suppliers connect directly to Cost Types in your Rate Card, flow through into Job Costing, and drive Purchase Orders when procurement is needed.

Suppliers are managed from Admin > Suppliers.

Creating a Supplier

Suppliers need only a small set of core details to create, so you can onboard new providers quickly. The rest can be filled in when you’re ready to procure or invoice.

1

Navigate to Admin > Suppliers and click + New Supplier.

2

Fill in the required fields:

• Supplier Name (in the General section)

• Registered Company Name (in the Financial section)

• Tax / VAT Rates (%)

• Currency

• Credit Limit

3

Optionally fill in additional details:

• Supplier Code. Leave blank to auto-assign (see hint below).

• Telephone, Email, Website, Physical Address, Postal Address.

• Tax / VAT Number.

• Payment Terms (defaults to Cash on Delivery).

• Contacts (optional; add later if useful for procurement communication).

Supplier Codes are auto-assigned when left blank. Agencydesk generates the code using the first three letters of the Supplier’s name in uppercase, followed by a three-digit sequential number starting from 001. Duplicates are avoided automatically.

Notes and Documents are added from an existing Supplier’s profile after creation, not on the New Supplier form. See Supplier Notes and Supplier Documents below.

4

Click Save to create the Supplier.

Adding a Supplier from within Add Cost Type

If you’re creating a new Cost Type under Settings > Rate Card > Costs and the Supplier doesn’t exist yet, click + Add Supplier next to the Supplier dropdown on the Add Cost Type slider. This opens the New Supplier form for a quick add, letting you continue setting up the Cost Type without leaving the flow.

Managing Suppliers

Finding Suppliers

The Supplier list supports search, sort, and filter.

• Search. Use the search bar in the top-right to search across Supplier fields.

• Sort. Click any column header to sort ascending or descending.

• Filter. Hover over a column header to reveal the filter icon. Click it to open a filter panel where you can choose a match type (for example, Contains), enter a search term, and click Apply. Use Clear to reset.

Supplier Notes

Each Supplier profile includes a Notes field for free-form information: preferred contacts, delivery quirks, historical pricing notes, or anything worth remembering for future orders.

Notes are visible on the Supplier profile and keep procurement context in one place instead of scattered across emails or chat threads.

Supplier Documents

Attach documents directly to a Supplier profile using the Documents section. Drop files into the upload area or click to browse.

Typical documents to attach include:

• NDAs

• SLAs

• Terms of engagement

• Master supplier agreements

• Rate cards and quotes

Attached documents are available to team members with access to the Supplier, giving everyone a single source of truth for supplier paperwork.

Latest Orders

The Latest Orders panel on a Supplier profile shows the ten most recent Purchase Orders linked to that Supplier, along with each Order’s status and date. Useful for quickly reviewing procurement history or picking up context on repeat suppliers.

Deactivating a Supplier

Toggle the Account Active switch off on the Supplier profile. Deactivation only prevents the Supplier from appearing as an option in the Supplier dropdown when creating a new Cost Type or Purchase Order. All existing Cost Types, Costs on Jobs, and Purchase Orders remain intact and accessible.

Deactivation can be reversed at any time by toggling the switch back on.

Deleting a Supplier

You can’t delete a Supplier that is in use. A Supplier is considered in use if they are linked to any Costs on Active Jobs or Purchase Orders on Active Jobs.

If you try to delete an in-use Supplier, Agencydesk blocks the action and shows a notification.

To delete an in-use Supplier, first close the related Active Jobs, or remove and reassign the Costs and Purchase Orders that use the Supplier. Then the delete action will succeed.

For most cases, deactivation is the safer option. It preserves history while removing the Supplier from new Cost Type and Purchase Order workflows.

Financial details on a Supplier

The Financial section of a Supplier stores information used for procurement and invoicing:

• Registered Company Name. Legal entity name that appears on Purchase Orders. Required.

• Tax / VAT Number. The Supplier’s tax registration.

• Tax / VAT Rates (%). Rate applied to costs and Purchase Orders from this Supplier. Required.

• Currency. The Supplier’s operating currency. Costs and Purchase Orders use this currency, with conversion applied for reporting where needed. Required.

• Payment Terms. Standard payment terms (defaults to Cash on Delivery).

• Credit Limit. Credit ceiling extended by the Supplier. Required.