Vendor management software for property
the contractor side, handled.
One register for every supplier and contractor on your panel — service categories, property links, quotes, dispatch and full work history. Supplier payments move through a controlled, multi-approver queue and batch straight into your bank’s EFT format. Where maintenance coordination runs the request, vendor management runs the people who fix it.
- Single vendor register
- Quotes & work history
- Multi-approver payments
- EFT batch export
Outside contractors and in-house teams share a single register — categories, property links and history on one record.
Configurable multi-approver thresholds for supplier and trust payments, with a captured decision trail and email alerts.
Approved payments export in FNB, Standard Bank, Nedbank or ABSA Business format — no line-by-line capture.
The job a tenant logs is only half the operation. The other half is the people who fix it.
Most property teams obsess over the repair request — log it, dispatch it, close it — and then run the contractor side of the same operation on memory, personal phones and a shared spreadsheet of "the usual people". The panel of who is approved for what, which contractor works at which building, who quoted what, who actually got paid and who is reliable lives nowhere durable. The day the trusted property manager is on leave, that knowledge leaves with them.
Vendor management treats the supplier and contractor side as a first-class register rather than an afterthought. Every contractor is a real record with service categories and property links, so the platform already knows who is eligible to be dispatched where. Every job they touch stays attached to them — the quote, the work log, the photos, the invoice and the outcome — so a vendor’s history is something you can read, not reconstruct.
And because vendor payments are where money actually leaves the business, they move through a controlled approval queue rather than a single click. For trust-held and scheme funds the platform supports multiple approvers, a captured decision trail and email notifications, so the people accountable for the money are the people who release it.
How the contractor side usually leaks
- The vendor panel lives in one property manager’s head and a personal WhatsApp list — nobody else can see who is approved for what.
- Quotes arrive over email, the verbal go-ahead happens on a call, and the final invoice turns up weeks later with nothing tying the three together.
- A contractor is paid before anyone senior signs off, because "approval" was a forwarded email rather than a controlled step.
- There is no single view of a contractor’s history — past jobs, no-shows, overruns and complaints are scattered across chats and inboxes.
- Supplier payments are captured into the bank one line at a time, which is slow and error-prone at month-end.
- When an owner or an auditor asks "who approved this payment and on what basis?", the answer has to be rebuilt by hand.
How Regalis runs it
- One vendor register — categories, property links and an optional login per contractor — visible to the whole team.
- Quote, ETA commitment and final invoice all attach to the same job, so the estimate-to-invoice story is intact.
- Supplier payments pass through an approval queue; trust and scheme payments support multi-approver thresholds before any money moves.
- Every contractor’s full work history — jobs, logs, photos, invoices, outcomes — sits on their record, with a health score on top.
- Approved payments batch into your bank’s EFT import format and upload as one file.
- The decision trail captures who approved or declined each payment and against which documents — ready for owners and auditors.
From onboarding a contractor to a controlled supplier payment.
Build the vendor register
Add each supplier or contractor with their service categories and contact details, link them to the properties they cover, and optionally give them a login so they can act on dispatches themselves. In-house maintenance staff can be vendors too — they get the same workflow over in-app notifications.
- Service categories per vendor
- Linked to the properties they cover
- Outside contractors and in-house teams in one register
Dispatch and capture the quote
When a repair is raised, eligible vendors are already known from their categories and property links. The vendor’s ETA commitment and any quote or estimate attach to the request, so the job carries its price story from the start rather than picking it up over email later.
- Eligibility from categories + property links
- ETA and quote captured on the request
- No separate vendor spreadsheet to reconcile
Track the work and the invoice
As the job runs, work-log entries and photos accumulate on the request. At completion the vendor invoice attaches to the same record. The estimate, the commitment and the final invoice all sit against one job — and the vendor’s health score updates from how it went.
- Work logs and photos on the job
- Invoice attaches at completion
- Health score updates from the outcome
Approve and pay the supplier
The supplier payment enters the approval queue. For trust-held and scheme funds, multi-approver thresholds apply and each approver decides in their portal, notified by email. Once satisfied, the approved payment batches into your bank’s EFT import format for a single upload.
- Multi-approver sign-off for trust funds
- Email alerts to pending approvers
- EFT batch export per bank format
A complete supplier and contractor toolkit, on the same record as the repair.
Single vendor register
Every supplier and contractor as one durable record — visible to the whole team, not locked in a property manager’s phone.
Service categories
Tag each vendor with what they are approved to do — electrical, plumbing, appliance, security, structural and more — so eligibility is automatic.
Property links
Connect a vendor to the buildings they cover. The platform then knows who is eligible to be dispatched where, without a manual lookup.
Internal or external
In-house maintenance staff and outside contractors share one register. Internal vendors get in-app notifications instead of WhatsApp.
Quotes & estimates
A vendor’s ETA commitment and any quote attach to the repair request, so the price story starts on the job rather than arriving by email later.
Full work history
Every job a vendor has touched stays on their record — dispatches, work logs, photos, invoices and outcomes, all in one place.
Vendor health score
A score per vendor from response rate, ETA accuracy, completion, cost against estimate and feedback — so your panel earns its place.
Vendor invoices
The completion invoice attaches to the same request as the quote and the work log, so estimate, commitment and final cost reconcile cleanly.
Supplier payment queue
Payments to suppliers and contractors move through a controlled approval step rather than a single click — captured, not assumed.
Multi-approver sign-off
For trust-held and scheme funds, configurable N-of-M thresholds require several approvers before a payment is released.
Approval email alerts
Approvers are notified by email when a supplier payment is waiting, so sign-off does not stall in a queue nobody is watching.
EFT batch export
Approved supplier payments batch into your bank’s import format — FNB, Standard Bank, Nedbank, ABSA Business — for a single upload.
Decision trail
Who approved or declined each payment, on what evidence and when — ready to hand to an owner, a trustee or an auditor.
Spend on one ledger
Supplier payments post to the same unified ledger as the rest of the operation, so contractor spend shows up in your financial reporting.
The request is one page. The contractor is another. They share one record.
It is worth being precise about the boundary. Maintenance coordination is the request-to-dispatch engine: a tenant logs a categorised repair, eligible vendors at the property are identified automatically, they bid an ETA over WhatsApp, and the earliest credible bid wins. That page is about getting the right person to the job, fast.
Vendor management is the other half — the people who do the fixing. It is the register of who is on your panel, what each contractor is approved to do, which buildings they cover, what they have done before, and how a supplier payment gets approved and released. Because both run on one shared record, a vendor you manage here is exactly the vendor that bids on a dispatch there, and a job that completes there writes its history straight back onto the vendor here.
So you do not choose between the two. Maintenance coordination handles the urgency of the request; vendor management handles the accountability of the contractor and the money. Together they close the loop from "the tenant reported a leak" to "the plumber was paid, under controlled approval, and their record reflects the job".
Continue exploring how Regalis handles the rest of the rental operation.
Maintenance dispatch
The request-to-dispatch engine — tenants log categorised repairs, eligible vendors bid over WhatsApp, the earliest credible ETA auto-wins.
Read morePreventative maintenance
Scheduled, recurring work — lift inspections, pool service, gardens — with the next work order raised for the right vendor when it is due.
Read moreMaintenance & inspections
The full maintenance and inspections picture — repair requests, vendor work, photo trails and inspection records in one place.
Read moreCommon questions about vendor and contractor management.
What does the vendor register actually hold?+
Each vendor or contractor is a single record on the platform — service categories (electrical, plumbing, appliance, security, structural and the rest), contact details, the properties they are linked to, and an optional linked user account so they can act on dispatches themselves. Internal maintenance teams can be vendors too, so an in-house plumber and an outside electrician live in the same register.
How is this different to the maintenance dispatch page?+
Maintenance coordination is the request-to-dispatch flow — a tenant logs a repair and the auction picks a vendor. Vendor management is the contractor side of that same operation: who is on your panel, what they are approved to do, where they work, what they have done before, and how they get paid. The two share one record, so a vendor you manage here is the same vendor that bids on a dispatch there.
Can I track quotes before a job is approved?+
Yes. A repair request carries the bid and ETA a vendor commits to, and any quote or estimate attaches to the request. When the work completes, the vendor invoice attaches to the same record, so the estimate, the commitment and the final invoice all sit against one job rather than scattered across email and WhatsApp threads.
How are supplier payments approved?+
Supplier and contractor payments move through a structured approval queue rather than a single click. For schemes and trust-held funds the platform supports N-of-M sign-off — for example two of three trustees must approve a payment above a set threshold. Each approver decides in their own portal, the decision trail captures who approved or declined and on what evidence, and approvers are notified by email when a payment is waiting.
Does it pay vendors, or just record the payment?+
Once a supplier payment is approved, it batches into your bank’s EFT import format (FNB, Standard Bank, Nedbank, ABSA Business) so you upload one file instead of capturing line-by-line payments. The platform records and controls the approval and the batch; the money still moves through your own bank.
Can I see a vendor’s full history?+
Every request a vendor has touched stays on their record — the repairs they were dispatched to, the work logs, the photos, the invoices and the outcomes. A vendor health score reflects historical performance (response rate, ETA accuracy, completion, cost against estimate, feedback) so the panel you keep is the panel that earns it.
Is vendor and supplier data handled in line with POPIA?+
Vendor contact details, documents and payment records are held under the platform’s retention and access controls and are designed to support your POPIA obligations as the responsible party. Supporting documents are stored securely and linked to the relevant vendor or payment rather than living in personal inboxes.
Stop running your panel from a personal phone.
One register, controlled payments.
Walk through the vendor register, the quote-to-invoice trail and the multi-approver supplier-payment workflow with someone from the team.