The supplier directory is your private address book of the suppliers you buy from: a restaurant's produce, a hotel's laundry, a travel agency's hotels, guides and transfers. Nothing in it is ever shown to customers, the customer assistant or your website. It is available to travel agencies and to supplier or wholesaler businesses, on a plan that includes it.
Setting up the directory
Ask the owner assistant to add a purchase subject (a product, service or product line you buy), then to add a supplier, and send CONFIRM at each review. For each subject a supplier covers you record a priority, lead time, minimum order, service area and the supplier's item code. Nothing is deleted: a supplier is archived or made inactive. Admins can do the same in the dashboard's Suppliers workspace.
Making a supplier contactable
Saving a supplier contacts nobody. A phone number, email or address is a note only.
- A supplier on the platform: its admin creates a one-time code beginning with LINK-, valid for seven days, and gives it to you. Ask the owner assistant to link that supplier and enter the code.
- A supplier with its own endpoint for software agents: paste the configuration the supplier gives you, then check and activate it. The check contacts the endpoint once and sends no request or order.
- A supplier on WhatsApp, not on the platform and with no endpoint: invite it with a one-time link, as described below.
Inviting a supplier on WhatsApp
Ask the owner assistant to invite the supplier on WhatsApp, pick the supplier and send CONFIRM. The reply shows a link once: it works once and expires after seven days. Pass it to the supplier yourself, by any means. Nothing is sent to the supplier at this point.
When the supplier opens the link, WhatsApp opens a chat with the platform's own WhatsApp number, not yours, with a short code beginning with JOIN- already typed. Sending it is the supplier's agreement to receive your requests there. The supplier gets a confirmation naming your business, and you are told which number joined. The supplier needs no account and can stop at any time by sending STOP.
Whoever sends the code is the one connected, so give the link only to the intended person.
Asking suppliers
An admin asks the owner assistant to start a supplier request, picks the purchase subject, and gives the amount, the required-by date, any requirements and how many hours each supplier has to answer (1 to 168). The review lists the suppliers that can be contacted now, in order, and CONFIRM freezes that list.
The first supplier is asked. A decline, no answer in time or a failed send moves on to the next. A quote or counter-offer stops the queue, and the admin who confirmed is told in the owner chat.
A supplier reached on WhatsApp receives one message naming your business, the quantity and item, the required-by date and your requirements, with two buttons: it can supply, or it cannot. Only a button counts as an answer. "Cannot" moves on to the next supplier. "Can supply" stops the queue, and you are told to contact the supplier directly.
Deciding on an offer
Ask the owner assistant to review the request. The offer is shown from fixed fields, with one comparison: whether the lead time meets your date.
- Accept records your decision and sends nothing to the supplier.
- Next passes this supplier over and asks the following one.
- Stop cancels the request.
- Order, where your plan and the supplier's connection allow it, sends an order for exactly the offer reviewed, on your CONFIRM.
When the offer states a unit price, accepting or ordering also saves that price as your cost for that subject from that supplier. The review says so first.
With a supplier reached on WhatsApp there is no quote, price or order: you agree the details with them directly. Accept closes the request once you have agreed, Next asks the following supplier, and Stop cancels.
What each supplier charges
The directory also holds costs: what a supplier charges you for a purchase subject. Costs are private, recording one sends nothing to anyone, and by itself it changes no selling price.
Ask the owner assistant to record a supplier cost, or do it on a supplier in the dashboard's Suppliers workspace. Pick the supplier and one of the subjects it covers, then type the amount, such as 1200 or 1200 THB; without a currency your own is used. Two optional answers follow: that the cost is for an adolescent, a child or an infant, and two dates it applies between, typed as 2031-11-01 to 2032-02-28.
A cost is never edited: a newer one takes its place, and typing - as the amount retires it. A cost with dates is used on those dates ahead of one without. A younger traveller with no cost of their own is costed as the next older band, and finally as an adult. Where several suppliers cover the same subject, the cost used is that of the first one in your priority order that has a cost on record, and the supplier is always named beside the figure.
Setting a price from cost plus a markup
If you resell what you buy, as a travel agency does with its ground supplier or a shop with its wholesaler, you can link a catalog item to the purchase subject it is bought as and set a markup. Ask the owner assistant to link a catalog item to its cost, or do it in the Suppliers workspace, and give the item's ID from the catalog listing, the purchase subject ID and a markup such as 20%.
The review shows the result beside the present price, for example cost 1200 plus 20% gives 1440, and CONFIRM writes it as the item's catalog price. Typing SKIP at the markup links the item without changing its price, and typing - as the purchase subject removes the link and the markup.
For a tour, service or ticket, a cost recorded for adolescents, children or infants writes the price of that age band, and each cost recorded between two dates becomes a seasonal price for those dates. Seasonal prices repeat every year, and an item holds at most eight.
These seasonal prices replace the ones already on the item: the review lists them and says how many are replaced before anything is saved. A room can be linked, but its nightly rates stay as your hotel price list has them.
When linking writes no price, the review gives the reason: no cost on record for that purchase subject, a cost in another currency than the item, an item with no currency, or a room. Record the cost in the item's currency and go through the link again.
Margins, and when a cost changes
Nothing reprices by itself. When a cost changes later, the item keeps its price until an admin goes through the link again. Ask the owner assistant for the item margins: it lists every linked item with its cost, its price and the margin, and marks any whose price no longer equals cost plus markup.
Costs, markups and margins are for your business only. The customer assistant never has them, and they are never shown to a customer.
When no supplier can be contacted
Check that a supplier covers that exact purchase subject, that it has a connection, that the connection has been checked and activated, and that its contact is still active. A request limit message means the plan's supplier requests for the period are used up.
With a WhatsApp supplier: an invitation that no longer works has expired or was already used, so create a new one. A supplier who answered in words and not with a button has not answered, so the request waits until the reply window ends and then moves on. A supplier who sent STOP needs a new invitation.
The private supplier directory, supplier requests and supplier ordering are included on Pro, with up to 10 active suppliers and 30 supplier requests per month.