ITAM / Vendors

How to Add a Vendor

Register a vendor in WorkVerge so Maya can track Notion renewals, team ownership, and spend before finance asks for the quarterly report.

Real-world scenario

Maya Chen · IT Manager at Bluewave Labs

Maya just signed a new Notion Team plan for Engineering and Design. She wants the vendor in WorkVerge with the right teams assigned before Carlos adds the subscription and uploads the invoice.

Before you begin

  • ITAM license and permission to create vendors
  • Vendor name, type, and team ownership decided

Overview

Adding a vendor creates a record WorkVerge uses for subscription tracking, renewal alerts, MRR calculations, and team-scoped employee visibility. You can add subscriptions and invoices immediately after save, or Carlos can handle that while Maya focuses on spend approvals.

Step-by-step

  1. 1

    Open ITAM → Vendor Management

    You will see every vendor your org already tracks. Confirm Notion is not listed before adding it again.

  2. 2

    Click Add Vendor

    The multi-step wizard opens. You will move through four steps before saving.

  3. 3

    Step 1. Basic Info

    Enter vendor name, type (e.g. SaaS, Hardware), contact email, and an optional description.

  4. 4

    Step 2. Team Assignment

    Assign the vendor to one or more teams. Employees only see vendors linked to their teams in the employee portal.

  5. 5

    Step 3. Management & Billing

    Add vendor managers, billing contact, default currency, and base pricing if you have it handy.

  6. 6

    Step 4. Review and save

    Confirm all fields, then click Add Vendor. WorkVerge validates the form and creates the record.

Example values

Bluewave Labs: Notion

  • Vendor name: Notion
  • Type: SaaS
  • Status: Active
  • Contact: [email protected]
  • Teams: Engineering, Design
  • Billing contact: Maya Chen
  • Currency: USD
  • Description: Team wiki and project docs for product org

After you save

Open the vendor detail view and add the Notion subscription with start/end dates and auto-renew enabled so the renewal shows on Maya's dashboard.

Required & optional fields

Required

  • Vendor name. Unique identifier (e.g. Notion, Slack, Dell)
  • Vendor type. Category such as SaaS, Hardware, or Cloud
  • Status. Active or Inactive

Optional but recommended

  • Team assignment. Controls who sees the vendor in the employee portal
  • Billing contact and currency. Needed for accurate spend reporting
  • Managers. People responsible for renewals and approvals
  • Description. Notes for your team (e.g. "Renewed annually in March")

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