Managing vendor information efficiently is essential for any organization. A centralized contact list helps your team access accurate, up-to-date information without searching across multiple sources.
Our free vendor contact list template provides a straightforward solution for organizing and tracking vendor details.
Available in Google Sheets, Excel, and PDF formats, it can be easily adapted to fit your specific needs and workflow.
What Is a Vendor Contact List Spreadsheet?
A vendor contact list spreadsheet is an organized database that stores essential information about suppliers and vendors.
This type of spreadsheet is commonly used in business operations to ensure efficient vendor management and maintain accurate records for procurement and relationship management.
Download Spreadsheet Daddy’s Free Vendor Contact List Spreadsheet
Our Vendor Contact List Template is designed to help you organize and manage all your vendor relationships in one centralized location.
The template can be tailored entirely, enabling you to add or delete columns to suit your unique business needs and vendor management preferences.
What’s included
- Built-in vendor identification system: Organize your suppliers with unique Vendor IDs and clearly labeled vendor names in dedicated columns. This makes it simple to find specific vendors quickly and keep your supplier records organized without needing separate tracking tools.
- Centralized contact information hub: Keep all your vendor communication details in one place, including phone numbers, email addresses, websites, and physical addresses. You won’t need to dig through multiple documents or systems when you need to contact a vendor.
- Complete business and payment management: Track payment terms, preferred payment methods, products and services, and contract dates, all in the same template. This way, you have everything you need to know about each vendor relationship and financial arrangement without having to manage separate files.
- Organized four-section structure: The template uses clearly labeled sections for Vendor Identification, Contact Information, Business & Payment Details, and Notes. This straightforward layout helps you enter data consistently and makes it easy to navigate your vendor database.
How to Use Our Vendor Contact List Spreadsheet Template
1. Save this vendor contact template to your device as Excel or PDF, or create a personal Google Sheets copy to track suppliers.
2. Specify your company name and street address. Use the Notes field to document vendor-specific details or requirements.
3. Establish vendor identity in the Vendor Identification section to maintain organized supplier records:
- Vendor ID: Enter the unique identifier or reference number assigned to each vendor for database tracking and quick retrieval.
- Vendor Name: Specify the complete legal business name and any commonly used trade names of the vendor.
- Products/Services Provided: Document the specific goods or services supplied by the vendor to your organization.
4. Record communication details in the Contact Information section for seamless vendor management:
- Phone Number: Include the primary business phone number and any secondary contact lines for vendor support.
- Email Address: Enter the official business email and any department-specific contacts for order placement and inquiries.
- Address: Document the complete physical address for correspondence and visits.
- Website: List the vendor’s official website URL for accessing product catalogs, pricing information, and online ordering capabilities.
5. Capture financial and contractual terms in the Business & Payment Details section for procurement management:
- Payment Terms: Record the agreed-upon payment conditions, such as net 30, net 60, or other negotiated terms.
- Preferred Payment Method: Specify the accepted payment formats (invoice, credit card, ACH transfer, check, etc.) for streamlined transactions.
- Contract Start Date: Document when the vendor agreement becomes effective to track contract tenure and renewal dates.
- Contract End Date: Record the expiration date of the agreement to ensure timely renewal negotiations and vendor relationship continuity.
6. Document any further comments or observations that may prove helpful later in the Notes field.
