The freelancers, subcontractors, and suppliers you work with get their own login showing their assigned jobs, the paperwork you need from them, and where their payment stands. The same portal that serves your clients can serve the other side of your business with a different tag.
There is no vendor-specific app in the gallery, so start from Client Portal, a live Taskade Genesis app on this page. Work through its signed-in surface, then choose "Use this app" to clone it in about ten seconds and turn it into your vendor-facing workspace.
The build gives you a vendor layer with its own screens. People tagged vendor open work orders, not client billing. Each work order carries the job, the scope, the rate, the due date, the status, and the deliverable. Compliance documents such as insurance certificates and tax forms sit on the vendor record with expiry dates, so an expired certificate is a reminder rather than a discovery mid-project. Payment status is visible to the vendor, which removes the most common inbound question in any subcontracted business.
Assignment day is where the coordination cost usually sits. Instead of an email with the scope, a separate message with the rate, and a third about the deadline, the vendor signs in and finds one work order with all of it, plus the site details and any documents they need. They accept, do the work, upload the deliverable against the same record, and your reviewer is notified. The back-and-forth that normally surrounds a subcontracted job mostly disappears, and what remains is a record of who did what, when, and for how much.
Workspace DNA runs the supply side. Memory holds every vendor, their documents, and their job history. Intelligence, powered by 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, drafts the work order brief from your scope notes and summarizes a vendor's track record when you are deciding who to assign. Execution sends the assignment, chases the missing certificate, and notifies finance when work is accepted.
The vendor workspace renders in every layout you need:
- Board view for moving work orders through assigned, in progress, submitted, and accepted
- Table view for the vendor register with rates, documents, and expiry dates
- List view for each vendor's own job queue inside their login
- Calendar view for due dates and document expiries
- Plus Mind Map, Gantt, and Org Chart across the 7 project views
Automations run the coordination. Connect Taskade automations so a new work order notifies the vendor, a submitted deliverable notifies your reviewer, an accepted job creates the payment task, and a certificate approaching expiry sends the renewal request. With 100+ bidirectional integrations, your accounting tool pulls payment status in, while email and Slack push assignments and reminders out.
Keep compliance documents on the vendor record rather than in an email folder. Insurance certificates and tax forms with expiry dates on a calendar turn a recurring scramble into a scheduled reminder, and you can require them before a first assignment.
The AI agents in the app carry 34 built-in tools including file analysis and persistent memory. An agent reads an uploaded certificate, pulls out the expiry date, and files it against the vendor without anyone typing it in.
The register also answers the question that comes up whenever you scale: who can you actually call. A vendor record carrying job history, ratings, rates, current compliance status, and availability turns assignment from a memory exercise into a lookup. When your usual subcontractor is unavailable, the second choice is visible with evidence behind it rather than a vague sense of who was fine last time, and the work goes out the same day instead of waiting for someone to think of a name.
Clone the app, invite your vendors, and the register is yours. Vendors sign in as app users and do not consume workspace seats. Sign-in is available on Business plans and up, $25/mo billed annually, and App Users is in beta.
Read App Users for tagging, Build an internal tool for the operations side, or browse operations builds in the Community Gallery. Start at Taskade Genesis. Pair this with Set Up App User Invites and Access Tags and Build a Client Document Library With Uploads.
Frequently Asked Questions
Can vendors and clients use the same portal?
Yes, with different tags. People tagged vendor open work orders and payment status. People tagged client open deliverables and invoices. One app, two audiences, no overlap.
Can a vendor see other vendors' rates?
No. Each vendor sees only their own work orders and their own rate. Scoping is by signed-in identity, so nothing else is rendered.
How do I track insurance and compliance documents?
Keep them on the vendor record with an expiry date, view them in Calendar view, and let an automation request the renewal before the lapse.
Can vendors submit their work through the portal?
Yes. They upload the deliverable against the work order, which notifies your reviewer and starts the acceptance step.
Does this handle payment?
It tracks payment status and creates the task in your process. Pay through whichever system you already use and connect it so the status updates automatically.
Can I rate or review vendor performance?
Yes. Keep a rating and notes on each completed job, and let the agent summarize a vendor's history when you are choosing who to assign next.
What about vendors who work for several of my clients?
Link the work order to both the vendor and the client account. The vendor sees their jobs, the client sees their deliverables, and neither sees the other's commercial detail.
Should vendors see the client's name?
That is your call and worth making deliberately. Many agencies show the site or project without the commercial relationship, which gives the vendor the context they need without exposing the client relationship itself.
