Suppliers

Overview

To add a supplier, open the Maintenance menu → Suppliers → click the Actions button → Add Supplier, then enter the Company name (the only required field), add any contact, payment and insurance details, and click Save.

Add a supplier

Open the Suppliers list

From the left menu, open Maintenance and click Suppliers.

Start a new supplier

Click the Actions button (top right) and choose Add Supplier. The Add Supplier form opens.

Enter the company name

Under General Company Details, type the Company name — this is the only required field. Optionally pick a Category that describes the service they provide.

Add the contact details

Under Contact Details, fill in the Contact name, phone numbers and email addresses you have. These are all optional.

Add the payment details

Under Payment Details, enter the Bank account name and Bank account number (a valid NZ number with dashes, e.g. 12-1234-1234567-12).

Decide on maintenance fees

Leave Disable maintenance fees off to charge your agency's usual maintenance fee, or turn it on to waive that fee for this supplier.

Save

Click Save. Keyhook opens the new supplier's profile.

Note: A supplier's bank account name and number go together — enter both or neither, and the number must pass NZ bank-account validation. Until valid payment details exist, the supplier shows a "Payment details are missing for this supplier." warning and can't be included in a supplier pay run.

Record insurance and expiry reminders

Open the Insurance section

On the supplier's form, scroll to Insurance. You can add a policy while creating the supplier, but documents can only be uploaded once the supplier is saved.

Add a policy

A new supplier already shows one Default Policy card under Insurance — fill its Insurer Name, Policy Number and Expiry Date directly. Use the Add another insurance policy button only to record additional policies (because a policy is already present, the button reads "another", not "an").

Set the reminders

Tick Remind me 1 month before expiry and/or Remind supplier 1 month before expiry. Both switch on automatically once you set an Expiry Date.

Attach the certificate

On a saved supplier, click Upload PDF under Insurance Documents to attach a copy of the insurance certificate.

Save

Click Save.

Note: If your agency has Warn PMs on Expired Supplier Insurance turned on, saving the supplier is never blocked — but sending a work order to a supplier whose insurance is missing, expired, or expiring within 30 days makes you enter a reason before it will send, a prompt to chase the certificate before you send them more work.

Check a supplier's balances

Open the supplier

Open the supplier from the Suppliers list. Its Balance and Pending Balance show at the top of the form (and as columns on the list).

Read the two balances

Balance is what's currently available to pay out to the supplier; Pending Balance is money committed to them that hasn't cleared yet. Each turns green when it's above zero.

Edit or delete a supplier

Open the supplier

From the Suppliers list, click the supplier to open its profile — the form opens ready to edit.

Make your changes

Update any fields on the form, or edit the Custom Fields card below it.

Save

Click Save.

Delete the supplier

To remove a supplier instead, click the Actions button (top right), choose Delete, then confirm Delete in the pop-up.

Note: Deleting is permanent — the supplier is removed from your list. A supplier that has any recorded invoices can't be deleted; Keyhook refuses the delete until those are cleared. Deleting a supplier with no invoices unlinks its maintenance requests rather than deleting them, so only delete ones you're sure you no longer need.

Frequently asked questions

Which supplier details are required?

Only the Company name. Category, contact details, payment details and insurance are all optional — but you'll need a valid Bank account name and Bank account number before you can pay the supplier in a pay run.

What does "Disable maintenance fees" do?

Turning on Disable maintenance fees stops your agency's maintenance fee being applied for this supplier. Leave it off to charge your usual fee.

Why can't I add another insurance policy?

Add another insurance policy stays disabled until the current policy has all three of its Insurer Name, Policy Number and Expiry Date filled in.

Can I change the insurance reminder emails?

Yes. The reminder sent to suppliers uses the Supplier Insurance Expiry Reminder template, which you can review and edit on the Custom Templates page (open Emails → Templates in the left menu).

What's the difference between Balance and Pending Balance?

Balance is what's available to pay out to the supplier now; Pending Balance is money committed to them that hasn't cleared yet.