A preferred vendor list template for concierge and lifestyle teams
This preferred vendor list template organizes the restaurants, florists, chauffeurs, charter operators and villas a luxury concierge team relies on, with negotiated rates, commission, insurance, ratings and status, plus a quarterly review tab. Download it for Excel or as a CSV.
Why a concierge vendor list looks different from a procurement one
Most vendor list templates are written for procurement teams buying office supplies and software. They track purchase orders and tax IDs. A concierge team needs something else: the name of the maître d’ who holds a table, the car service that does a proper airport meet and greet, the florist who can deliver to a hotel within two hours, and the one you stopped using after a missed delivery.
That knowledge is usually split between a few senior team members’ phones. When one of them leaves, the rates and the relationships go too. A shared list with a clear status for every vendor, and a habit of reviewing it each quarter, keeps that knowledge with the company.
The preferred vendor list
Six groups of columns. The Excel download has dropdowns for category, status, insurance and NDA, highlights expiring insurance and do-not-use vendors, and includes a quarterly review tab and three fictional example rows to delete.
Preferred vendor list template
Vendor
- Vendor name
- The trading name your team and members know them by.
- Category
- Chosen from a list: dining, florist, chauffeur, private aviation, yacht, villa, security, tickets and more.
- City or region
- Where they operate, so you can filter by destination.
- Status
- Preferred, approved, under review or do not use.
- Backup vendor
- Who to call when this one is unavailable.
Contact and booking
- Contact name
- The person you actually book with.
- Phone
- Their direct line, not the main switchboard.
- Where booking requests and confirmations go.
- Account manager
- Your relationship contact, if different from the person you book with.
- Booking channel
- How bookings are made: direct line, email, portal or app.
- Lead time
- How far ahead they usually need a booking.
Commercial terms
- Rate or discount
- Your negotiated net rate or discount off public prices.
- Commission
- Any commission or referral fee they pay you, and when it’s paid.
- Payment terms
- Deposit, when payment is due, and the methods they accept.
- Cancellation policy
- Their cancellation window and penalties, so you can warn members before booking.
Compliance
- Insurance certificate on file
- Yes, no or not required.
- Insurance expiry
- When the certificate expires, so you can ask for a new one in time.
- NDA signed
- Whether the vendor has signed your confidentiality agreement.
- Licenses
- Licenses that matter for the category, such as a livery or charter operator license.
Quality and use
- Rating (1 to 5)
- Your team’s score after recent bookings.
- Last used
- Date of the most recent booking.
- Used for
- Which members use this vendor, by initials or member ID.
- Notes
- What they do well, known issues, and the people worth asking for.
Quarterly review (second tab)
- Review date
- When the review took place.
- Quarter
- The quarter being reviewed, such as Q1 2027.
- Vendor name
- Matches the name on the main list.
- Reviewed by
- Who on your team did the review.
- Bookings this quarter
- How many times the team booked them.
- Issues logged
- Complaints, late arrivals or billing errors since the last review.
- Insurance still valid
- Checked against the expiry date on the main list.
- Decision
- Keep preferred, keep approved, move to under review, or do not use.
- Next action
- A rate renegotiation, a trial booking or a call with the account manager.
How to set up and keep the list
- 1
Collect what the team already knows
Ask each team member for the vendors they actually call, with the contact they use. Delete the three example rows, then add one row per vendor.
- 2
Give every vendor a status
Preferred means book first, approved means fine to use, under review means check with a senior colleague, and do not use means exactly that. The sheet colors do-not-use rows so nobody misses them.
- 3
Filter by destination before you book
Use the filter arrows on the header row to see preferred florists in one city or every chauffeur service with valid insurance.
- 4
Review each active vendor every quarter
Log bookings, issues and insurance checks on the quarterly review tab, decide the vendor’s status, and note the next action.
Tips for a vendor list that stays useful
- Record the person, not just the business
- For a concierge, the relationship is with a person: the reservations manager, the dispatcher, the account manager. Write down who to ask for and update it when they move on.
- Always name a backup
- A preferred vendor is often fully booked on the night that matters. A named backup for each one saves a frantic search.
- Track insurance for anyone who drives, flies or guards
- For chauffeurs, aviation, yacht charters and security, check the certificate of insurance and its expiry date. The sheet highlights certificates expiring within 30 days.
- Keep member names off the sheet
- Refer to members by initials or an ID in the used for column. Vendor lists get shared more widely than you expect.
Where a vendor spreadsheet stops working
A spreadsheet tells you who a vendor is, but not what happened on each booking. Commission owed is tracked somewhere else, ratings rely on someone remembering to update them, and the quarterly review needs a person to count bookings by hand.
In MyRolodex, vendors sit alongside your requests. Negotiated rates and commission agreements are kept on each vendor, commission is logged on every booking, and reporting shows commission and spend by vendor, so the quarterly review starts from real numbers.
Take the preferred vendor list template with you
Everything above, in a copy you can edit, share with your team and adapt to the way you work.
Preferred vendor list template: common questions
Anything else, write to hello@myrolodexcrm.com.
What should a preferred vendor list include?
For each vendor: name, category, city, status and a backup; the contact you book with and how to book; your rate or discount, commission, payment terms and cancellation policy; insurance, NDA and licenses; and your rating, last use and notes. A second tab records quarterly reviews.
Does the template work in Google Sheets?
Yes. Upload the Excel file to Google Drive and open it with Google Sheets; the dropdowns, filters and highlighting carry over. A plain CSV of the main sheet is also available at /templates/preferred-vendor-list-template.csv.
What is the difference between preferred and approved vendors?
Preferred vendors are your first call in their category and city, usually with negotiated terms. Approved vendors are fine to book but aren’t the default. Under review and do not use mark vendors that need caution or should not be booked.
How often should a vendor list be reviewed?
Quarterly works for most concierge teams. Review active vendors for bookings, issues and insurance, update their status, and remove vendors you no longer use.
Are the example vendors real?
No. The three example rows use fictional names, reserved 555 phone numbers and example.com email addresses. They only show the format, so delete them before you start.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com