Vendor management system.
Know which contractors deliver.
Keep every vendor and contractor in one register, then let the work speak. yCloudx scores each vendor on SLA, response, first-time fix and PM completion, grades them A to D against your own in-house team, and tells you who needs attention.
Every vendor and contractor in one place.
Register your vendors once and assign them to the sites they serve. Group them by category, keep their status up to date, and link their documents. Bring an existing list across with import, and export it whenever you need it.
- Sites and categories. Assign each vendor to one site, several sites or all of them.
- Linked to real work. Vendors are assigned to corrective and preventive jobs, so their performance builds up automatically.
- Import and export. Move vendor lists in and out in bulk, on web or mobile.
Sample vendors for illustration.
One fair score, built from the work itself.
Each vendor's score is the average of four measures taken from their jobs. Only the measures that apply are counted, so a vendor that only does PM is not penalised for repairs. Try it below.
Fixed in time
Share of jobs resolved within the agreed resolution time.
Arrived in time
Share of jobs responded to within the agreed response time.
Fixed once
Share of repairs that did not need a repeat visit.
Kept the schedule
Share of assigned preventive maintenance actually completed.
Compare every vendor with your own team.
The ranking puts your in-house team at the top as a benchmark, so you can see straight away whether outsourcing is helping. Each vendor shows repairs, SLA, response, first-time fix, MTTR, PM done and parts cost, with a trend that compares the last three months with the three before.
Jobs are not being closed within the agreed time.
The vendor takes too long to turn up after a job is raised.
The same assets keep coming back after the vendor's repair.
Scheduled preventive work assigned to them is being missed.
Jobs still open past their due date, ready to chase.
Low-volume vendors can be hidden so grades are based on enough jobs. Export the full ranking to CSV for reviews and tenders.
See where performance is heading, and who to call.
Track the combined vendor score month by month against your in-house team, weighted by job volume so busy vendors count more. The grade distribution and the needs-attention list show exactly which contractors to raise at the next review.
Score trend
All vendors (by job volume) vs in-house team, with vendor jobs per month.
Grade distribution
Vendors with 5 or more jobs.
Needs attention
Sample figures for illustration.
No expired licences on site.
Link each vendor's documents, such as licences, insurance and permits, and yCloudx counts the vendors with expired documents and those expiring in the next 30 days. You see the issue before the contractor arrives, not after.
- Expiry tracking. Expired and expiring-in-30-days documents are counted on the overview.
- Spot missing paperwork. Vendors with no documents linked stand out in the ranking.
- Ready for audits. Performance and documents for every vendor in one place.
Sample data for illustration.
Built for teams that rely on contractors.
Facility managers
Hold HVAC, lift, fire and cleaning contractors to their SLAs with evidence from every job.
Procurement
Use real scores and parts cost when renewing contracts or running tenders.
Plants & factories
Compare outsourced repairs with your in-house team to decide what to keep in-house.
Multi-site portfolios
See how the same vendor performs across different sites and regions.
Compliance & safety
Keep contractor licences, insurance and permits current before work starts.
Management
One grade per vendor, trends over time and a clear list of who needs a conversation.
Part of the yCloudx platform.
Vendor scores come straight from the corrective and preventive work your team already records in yCloudx.
Vendor management system FAQ
What is a vendor management system?
A vendor management system keeps a register of your vendors and contractors and tracks how well they perform. In yCloudx, vendors are linked to the corrective and preventive jobs they carry out, so their performance is measured from real work and summarised as a score and an A to D grade.
How is the vendor score calculated?
The score is the average of four measures: resolution SLA, response SLA, first-time fix and PM completion. Only the measures that apply to the vendor are counted. Grades are A for 90 and above, B for 75 and above, C for 60 and above, and D below 60.
Why is the in-house team shown in the ranking?
Your own in-house team is shown first as a benchmark. Comparing vendors with your own team shows whether outsourced work is performing better or worse than the work you do yourself.
What do the flags in the ranking mean?
Flags suggest what to act on: resolution SLA breach, slow response, repeat failures, PM not completed, and jobs that are open and overdue. They help you prepare for vendor review meetings.
Can vendors with only a few jobs skew the results?
Low-volume vendors can be hidden from the ranking, and the grade distribution uses vendors with five or more jobs, so grades are based on enough work to be fair. The combined vendor score is weighted by job volume.
Does yCloudx track vendor documents and expiry?
Yes. Documents such as licences, insurance and permits can be linked to each vendor. The overview counts vendors with expired documents and those expiring in the next 30 days.
Can I import my existing vendor list?
Yes. Vendor lists can be imported and exported in bulk, and the vendor list is available on the web app and on mobile.
Can I filter vendor performance by site and date?
Yes. Performance can be filtered by site and date range, with the last 12 months shown by default. The ranking can also be exported to CSV.
Find out which vendors really deliver.
Tell us about your sites and contractors. We will show you how yCloudx vendor management would work for you and get back to you as soon as possible.
