Vendor management for concierge services, kept by your company
MyRolodex handles vendor management for concierge services in one shared book: contacts, negotiated rates and commission agreements for every restaurant, hotel, florist and driver. Commission is logged on each booking, and the relationships stay with your company.
Maison Verre
- Contact
- Lucien Marchetti, general manager
- Negotiated
- Priority tables Thursday to Saturday
- Commission
- 10% on parties of four or more
Recent bookings
- Sat, Jun 7Aldine, party of four. Commission logged
- Fri, May 30Raman, anniversary dinner. Commission logged
Your vendor relationships are worth too much to live in one phone
The maître d’ who always finds a table, the chalet agent who holds the Christmas week, the florist who delivers on a Sunday: these contacts took years to build. Too often they live in one concierge’s phone, and they leave when that person does.
Commission has the same problem. Agreements are scattered across emails and memory, bookings aren’t matched to what you’re owed, and month end turns into an exercise in reconstruction. Your team needs the vendor book and the money in the same system as the work.
From vendor contact to logged commission
- 1
Build the shared vendor book
Add each partner once, with contacts, addresses, negotiated rates and commission terms, or import an existing list. Maison Verre, for example, gets its reservations line and the manager’s direct number.
- 2
Attach vendors to requests
When Camille books Mrs. Aldine’s table, she picks Maison Verre from the vendor book. Her emails with the restaurant sync to the same request automatically.
- 3
Log commission on the booking
The agreed commission is recorded on the request as it’s confirmed, using the terms on file for that vendor. Nobody has to remember to note it later.
- 4
Review what each vendor brings in
Reporting totals commission and spend by vendor, so you can see which partners your members use most and which agreements are worth renegotiating.
What vendor management covers
- Contacts for every partner
- Restaurants, hotels, airlines, drivers, florists, ticketing and private aviation, each with the named people your team actually calls.
- Negotiated rates
- The rates, perks and upgrades you’ve agreed with each vendor, visible to your team at the moment they book.
- Commission agreements
- Percentages, flat fees and terms stored with each vendor, so the right amount is logged without digging up an old email.
- Commission tracking on every booking
- This is where vendor management for concierge services pays off: every confirmed booking records the commission it earned, building a running total you can reconcile against vendor statements.
- A vendor book the company owns
- Contacts and history belong to your organization. When a team member moves on, their partners stay in the book with every past booking attached.
Works well with
- Request managementEvery dining, travel, event and gifting request, with an owner and status.Learn more about request management
- Billing and paymentsDues, request costs and service fees billed to members on one statement.Learn more about billing and payments
- ReportingResponse times, workload, request volume and vendor commission, with no spreadsheets.Learn more about reporting
Vendor management: common questions
Anything else, write to hello@myrolodexcrm.com.
Who owns the vendor contacts in MyRolodex?
Your company does. Vendor contacts, rates and history are stored in your organization’s account, not in any individual’s phone or inbox. When someone leaves, their vendor relationships stay in the shared book along with every booking they made.
How is commission tracked?
Each vendor has commission terms on file. When a booking with that vendor is confirmed, the expected commission is logged on the request. You can mark it received when payment arrives and see outstanding amounts for each vendor at any time.
Can we restrict who sees negotiated rates?
Yes. Access to rates and commission terms is set by role. Concierges can see what they need to book well, while commission totals and agreement details can be limited to managers and whoever handles your finances.
Can one vendor have several contacts?
Yes. A hotel might have a reservations desk, a concierge and a general manager, each with their own number and email. Your team sees all of them on the vendor’s record and can note who to call for what, such as last-minute upgrades.
Can we import our current vendor list?
Yes. Upload a spreadsheet of your vendors and we’ll help you map contacts, rates and categories. Most teams start with their most-used partners and add the rest as new bookings come in.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com