Attach a Vendor to a Service Ticket

Overview

URBI Kore lets you attach vendors to service tickets for RFP (Request for Proposal) workflows or direct assignments. This ensures the right contractors are involved and their proposals are tracked alongside the ticket.

When to Attach a Vendor

Attach a vendor when you need an outside contractor or service provider to handle the work. URBI supports two modes:

• RFP Mode: Send the ticket to multiple vendors and collect competing proposals

• Direct Mode: Assign the ticket to a single vendor for immediate work

Step by Step

Step 1: Open the Service Ticket

Click on any existing service ticket to open the detail drawer. Navigate to the RFP tab (the second tab in the drawer).

Step 2: Add a PO Number (Optional)

If your organization uses purchase order numbers, enter it in the PO Number field at the top of the RFP tab.

Step 3: Set the Schedule

In the Schedule section, set the scheduled start and end dates and times for the work. This defines the expected service window and is shared with the vendor.

• Start date must be in the future

• End date must be after the start date

Step 4: Click Add Vendors

Click the Add Vendors button to open the vendor selection modal.

Step 5: Choose Your Mode

At the top of the modal, select either:

• RFP: Select multiple vendors to request proposals from

• Direct: Pick a single vendor for direct assignment

Step 6: Find and Select Vendors

Use the search bar to find vendors by name. You can also filter by category:

• HVAC

• Plumbing

• Electrical

• Cleaning

• Landscaping

• Security

• General Contractor

Filter by status (Active or Expiring) to see only current vendors. Click on each vendor to select them. In RFP mode, you can select multiple vendors.

Step 7: Confirm

The footer shows how many vendors you have selected. Click Add (in RFP mode) or Assign Vendor (in Direct mode) to attach them to the ticket.

After Attaching Vendors

Once vendors are attached, the RFP tab shows the list of selected vendors along with their proposal status. The RFP workflow tracks each vendor through these stages:

• Invited: Vendor has been notified

• Proposal Submitted: Vendor sent their proposal and price estimate

• Reviewing: You are evaluating the proposal

• Approved / Rejected: Final decision on each vendor

Creating New Vendors

If the vendor you need is not in the system, click the Create Vendor button in the vendor selection modal to add a new one with their name, trade, contact information, and more.

Tips

• Use RFP mode when you want competitive pricing from multiple contractors

• Use Direct mode when you have a preferred vendor or an existing contract

• Set the schedule before adding vendors so they know the expected timeline

• Track proposal documents and price estimates directly in the RFP tab