Suppliers and service providers

Your suppliers (chefs, boat hire companies, drivers, cleaning teams, massage therapists) deliver a large share of your services. Vetexis ranks them by priority (who to call first), keeps their contacts, their documents and their unavailability, and lets you send them a job that goes out on WhatsApp with two buttons, Accept and Decline. If they do not reply, the request moves on to the next one by itself: this is the cascade.

Suppliers never take up a seat on your plan, however many you have.

Who has access: the owner, managers and concierges (the Catalogue › Suppliers entry). Negotiated terms, the commission, internal notes and the statement are only visible with access to finance.

9.1 What depends on your plan#

9.2 The supplier list#

Where: Catalogue › Suppliers.

• Presets by priority: All, Main, Secondary, Backup.
• Search by name, contact or email; Filter by category and by Active or Archived suppliers.
• Columns: Supplier (logo), Priority, Category, Contact, Phone, Services (number in the catalogue). By default, the main supplier comes first.
• New supplier: Name, Category, Priority, Contact, Phone (international format), Email. Terms, commission and logo are completed on the record.
• “…” menu: Import, Settings for this page (management).

Priority, and why it matters#

Priority applies wherever a supplier is chosen: the drop-down lists (booking, service) group suppliers by priority, the assistant reads the catalogue in this order (with backup suppliers flagged as such), and the cascade offers jobs in this order. It is the right reflex for a concierge service, built into the tool.

9.3 A supplier's record#

Header: logo, name, Edit (a drawer with Contact details, Address and, with finance access, the Internal block), and the “…” menu: Add a logo or Change logo, Remove logo, Archive supplier or Restore supplier.

The tabs:

• Record: Contact details (category, priority, contact, phone, email, address); Internal (reserved for management and accounting, never shared with the client or the assistant): Commission (paid back to the concierge service, the default for the supplier's services), Negotiated terms (lead times, deposits, cancellation, preferential rates), Internal notes; Get in touch (Call, WhatsApp, Email); Linked services.
• Contacts (9.4).
• Documents (9.7).
• Unavailability (9.8).
• Internal note (9.9).
• Statement (9.10), with access to finance.

Archiving a supplier removes it from the list and from the catalogue choices; its services and history stay intact.

9.4 A supplier's contacts#

A supplier can have several people: the chef and their office, the captain and the boat owner. Add a contact: Name, Job title (captain, office, manager), WhatsApp phone, Email, Message language (French, English or Spanish: jobs and their space speak to them in this language), and Receives jobs. The first contact is the main contact.

For each contact: a call, a WhatsApp link and, with Pro, access to their space:

• Invite: a personal link, without a password, valid for 72 hours and only once, sent by WhatsApp and/or by email, or Copy link to send it yourself. It opens their space.
• New link: for a contact who has lost theirs.
• Cut off access: their pending links and their open space stop working straight away.
• Remove contact: they leave the record, their access is cut off, past jobs stay intact.

The access status is shown: “Not invited to their space yet”, “Invited 2 hours ago, link not opened yet”, “Space open, seen yesterday”.

9.5 Sending a job to a supplier#

Where: in a booking's drawer, Supplier section, Send to a supplier button.

1. The window lists the suggested suppliers, in cascade order:
   • the supplier of the service, or the one already on the booking;
   • then those in the same category, by priority (main, secondary, backup) and, at equal priority, by internal rating (acceptance rate, speed, quality).
     Each line shows how responsive they are (“85% accepted, replies in 12 min, quality 4.6 / 5”) and how the request will go out (“By WhatsApp to Rafa”). Those who cannot be asked are greyed out with the reason: unavailable that day, already booked at that time, no reachable contact, missing documents (under strict blocking).
2. You can also choose Or another supplier.
3. Notes for the supplier: what they need to know (access, equipment, times). They read them with the request.
4. Share the client's contact: the client's phone number will be shown to the supplier once the job is accepted (off by default; never for a discreet client).
5. Automatic cascade: with no reply within the time limit, or if they decline, the request moves on to the next supplier by itself.
6. Send request.

What the supplier receives#

On WhatsApp, within the 24-hour window, a message with two buttons, Accept and Decline; outside the window, the template message “New mission offered by Riviera Conciergerie: Private chef, Saturday 14 March at 20:00, Villa Azur, 6 people. Please reply by 18:30 using the buttons below.”; without WhatsApp, an email with a link to their space.

What they see of the job, and nothing else: the date, the time, the service, the property or the town (the exact address once the job is accepted), the number of people, the notes the team has written for them, the agreed amount they will receive, and the client (under their code name if they are discreet). The client's phone number only if the team has shared it. Never the price paid by the client, internal notes, other suppliers or the team.

The reply time#

It is set in Settings › Suppliers › Reply time (2 hours by default), shortened as the job approaches: at most a quarter of the time left before it starts, never less than ten minutes. A job in 3 hours leaves 45 minutes to reply; tomorrow at the same time, the full 2 hours.

The cascade#

With no reply within the time limit, or on a decline, the request moves on to the next one on the list. If nobody accepts, the team is alerted (“Job without a supplier”), urgently if the job takes place within 24 hours. The drawer shows: “Nobody accepted: send it again or call a supplier.”

The first to accept gets the job. A reply that arrives too late receives “Too late: this job no longer needs a reply.” A button pressed again by another contact, or by another supplier, has no effect.

Following the job#

The drawer's Supplier section shows the status (Sent, Accepted, Declined, No reply, No supplier, Withdrawn), the cascade step, the reply time (“Reply expected before 18:30 (in 1 hour) · WhatsApp”), the Amount owed to the supplier once accepted, the history of requests and the supplier's reports (job finished or problem reported, with a photo).

• Withdraw the request (or Withdraw the job once accepted): the supplier is told that the job is no longer theirs.
• Rate: the Job quality (one to five stars) and a comment, for the team only. The supplier never sees their rating.

On Essential: the manual route#

Without the cascade, the section lists the suggested suppliers with a WhatsApp link (a pre-filled message: “Hello, are you available for Private chef on Saturday 14 March at 20:00? Ref. 52”) and Call. Once you have the answer, Record the reply (Accepted or Declined, with a note): if accepted, they become the booking's supplier. This route stays open on every plan.

9.6 The supplier space#

With Pro and Network, each invited contact has a personal space, designed for the phone, in their language (FR, EN, ES, which they can change). It opens from the link they received, without a password. An expired or already used link shows “This link is no longer valid. Ask your concierge for a new link.”

Hello Rafa. Your space with Riviera Conciergerie: jobs, availability, documents and statements.

• Assignments (Upcoming, Past): Accept or Decline (with a reason: unavailable, too short notice, too far, price, other, and an optional note); once accepted, Directions, the client's contact if it has been shared, Job finished and Report a problem (a note or a photo; the concierge service is alerted straight away).
• Availability: their days off and days already taken; no job is offered to them on those days.
• Documents: what the concierge service requires, and Upload a document with its expiry date.
• Statements: their completed jobs, what they are owed, what has been paid, by month.
• Agenda: their jobs in their phone's calendar (accepted jobs, and those awaiting their reply marked “to confirm”; never the client, the client's phone number or a price).

A supplier can also reply directly on WhatsApp with the buttons. If they write a free message to the concierge service's number, the team is alerted.

9.7 Required documents#

Insurance, skipper licence, private hire licence, or a document you name (“professional card”), required by category in Settings › Suppliers › Required documents. By default: insurance and skipper licence for boats, insurance and private hire licence for transfers.

On the supplier's record, Documents tab: the Required documents with their status, and the Uploaded documents (by the supplier from their space, or by the team: Add a document with its expiry date).

• Automatic reminders 60, 30, 14 and 7 days before the expiry date, then on the day it expires, to the supplier and to the team.
• When a job is sent out, a missing or expired document warns (soft blocking: the job goes out anyway, with a warning) or blocks (strict blocking: no job until it is sorted out), depending on the Missing or expired document setting (Warn or Block).

Why. Handing a boat to a skipper whose licence has expired, or a client to a driver without insurance, exposes the concierge service. Vetexis keeps watch for you.

9.8 Unavailability#

Unavailability tab: the periods when the cascade does not ask this supplier. Add unavailability. The supplier can also enter them from their space.

9.9 The internal rating#

Internal note tab, reserved for the team and never shown to the supplier, calculated over six months:

• Acceptance rate (accepted, declined, no reply);
• Median reply time;
• Average quality (ratings given after each job) and Latest ratings.

At equal priority, the best rated are offered the job first.

9.10 The statement#

Statement tab (access to finance, Pro and Network): the completed jobs, what is owed, what has been paid. Choose a Statement period (a month shows everything in that month; otherwise, everything still to be paid and what has been paid recently). Tick lines, then Mark as paid or Mark as unpaid. The supplier sees the same statement in their space.

Under the amount of each job, your statement also shows the commission the supplier pays back to you on the booking, received or to be received (it is tracked in Finance › Commissions, chapter 11, section 11.6). Export downloads the statement as a CSV file.

9.11 Examples#

A chef for Saturday. Sofia sends the job “Private chef Saturday 8 pm, Villa Azur, 6 people” from the booking. Chef Marco (main) receives the request on WhatsApp with 2 hours to reply. He declines (“already booked”). The cascade immediately sends it to Chef Lucia (secondary), who accepts ten minutes later. Lucia sees the exact address and the agreed amount; she sees neither the price paid by the client nor Chef Marco's name.

A skipper without an up-to-date licence. Marina Yachts' skipper licence expires in 14 days: a reminder goes to Marina Yachts and to the team. Once the expiry date has passed, under strict blocking, the cascade skips it and offers the next boat.

On Essential. Marco opens the booking and taps WhatsApp next to the main boat hire company: the pre-filled message opens in WhatsApp. The company says yes; Marco clicks Record the reply, Accepted.