VendScout

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If you've lost the phone or app that gives you 2FA codes, ask an Owner or Admin at your company to reset your two-factor authentication.

Lost access to your authenticator app

Common messages and what they mean

Troubleshooting various activities of the CRM

Troubleshooting

Manage your own details in Settings > Profile. You can also open it from your user menu.

Update your profile, email and password

Owners and Admins set your company's details, branding and regional settings in Settings > Company.

Company settings

Owners and Admins manage the team in Settings > Users.

Manage users

Each plan has limits on customers, users and prospect searches. The Owner can check current usage in Settings > Billing.

Plans, limits and usage

The company Owner manages billing in Settings > Billing. Card details, invoices and cancellation are handled on Stripe's secure billing page.

Change your plan, update your card or cancel

Your subscription status appears in Settings > Billing. Here's what each one means for your team.

Billing statuses explained

If our support team needs to see what you're seeing, the Owner can create a one-time, read-only support code. Support can't see your data without one.

Give VendScout support temporary access

Manage the settings of the CRM and Billing for your subscription

Settings and Billing

Moving to VendScout from another system or a spreadsheet? Owners and Admins can bulk-import customers (accounts and locations), contacts and machines from Settings > Data.

Import customers, contacts and assets

Select Undo import on the results screen to remove the records that import created. Undo doesn't reverse changes made with "Update existing".

Undo an import

Your data is yours. Owners and Admins can download everything as CSV files at any time.

Export your data

Its your data! Moving data in and out of out platform is easy

Import/Export

Record sales for each location to see monthly trends on the dashboard and on account and location pages. You can enter sales by hand or import them from a CSV…

Add sales entries

Import sales reports from your telemetry or payment system in bulk. Each row is one location and one period.

Import sales from a CSV file

The Dashboard is your daily overview: sales, customers, hot prospects, your pipeline, open tasks and what's coming up.

Read your dashboard

Learn how to make the most from the dashboard

Sales Dashboard

Tasks track follow-ups, installs, renewals and other to-dos. You can link a task to a prospect, account, location or asset.

Create and manage tasks

An install task tracks everything needed to get a machine placed and running. It comes with a seven-step checklist.

Install tasks and the New install checklist

Appointments are scheduled visits: site visits, installs and reviews. They appear on the Calendar and in the dashboard's Upcoming list.

Book and manage appointments

The Calendar shows your company's appointments, task due dates and location install dates in one place.

Use the calendar

How to make the most of tasks and calendar management

Tasks & Calendar

Assets are your machines and equipment. Track where each one is, its serial number, its warranty and its payment device.

Add an asset

Use Move asset when a machine changes location, and Log service for maintenance and repairs. Both are added to the asset's History.

Move an asset or log service

Asset types are the categories you choose from when adding a machine. Owners and Admins manage them in Settings > Asset types.

Manage asset types

Assets

An account is the business you have an agreement with. A location is a specific site where your equipment is, or could be. One account can have many locations.

Accounts and locations explained

Accounts are your customers. You can create one when you convert a prospect, add one by hand, or import them.

Add and manage accounts

A location is a site where you have, or want, machines. Each location has an address, a status, contacts, assets, photos, sales and history.

Add and manage locations

Contacts are the people you work with at each account and location.

Add and manage contacts

Customers

A list is a group of prospects or accounts to work through, for example "Industrial park route — Tuesday". Everyone in your company can see and work shared lists.

Create lists and add records

Open a list to see each member's status. Select Start working to go through them one at a time in work mode.

Work a list in the field

Select Log call or Log visit on any prospect, account, location, contact or list member to record what happened. You can also set up the next step in the same…

Log a call or visit

A site survey records whether a location can take a machine: power, water, door width, signal and space. You add it while logging a visit.

Record a site survey

Creating and managing lists for prospecting new customers

Lists & Field Work

Prospecting finds businesses near a ZIP or postal code that are good fits for vending, grouped by tier. Prospecting is included on the Growth, Pro and Max plans.

Search for prospects

Each time you select Search, one search is used from your company's monthly allowance, no matter how many location types you picked.

How prospect searches are counted

Tick the results you want and select Save as prospects. VendScout skips anything already in your CRM, so you won't create duplicates.

Save search results as prospects

If you already have a list of target businesses, import it from Prospects > Import CSV. Any role can import prospects, on any plan.

Import prospects from a CSV file

A prospect's page holds everything about a business you're pitching: its tier and stage, contact details, contacts and full activity history.

Work with a prospect record

Every prospect has a stage (where the deal is) and a tier (how good a fit the location is).

Pipeline stages and tiers explained

The Pipeline shows every prospect by stage. Drag a card to move it to the next stage.

Use the Pipeline board

When a deal doesn't go ahead, mark it Lost and record why. Over time this shows which competitors and objections cost you deals.

Mark a prospect as lost

When a deal is won, convert the prospect into an account with its first location. Its contacts, history and open tasks move across with it.

Convert a prospect to a customer

Locate new customers and manage those that you've already connected with.

Prospecting-Pipeline

How to create a new account on VendScout's CRM

Create Your Account

After you create your account, VendScout asks for your company name and the currency you record sales in.

Name your company and choose a currency

New companies get a 14-day free trial. A card is required to start it, and you won't be charged until the trial ends.

Choose a plan and start your free trial

Two-factor authentication adds a 6-digit code from an authenticator app to your sign-in. Your company may require it. You can also turn it on yourself in Settings > Security.

Set up two-factor authentication (2FA)

Sign in at crm.vendscout.app with your email and password. If you've forgotten your password, use Forgot password? to get a reset link by email.

Sign in, sign out and reset your password

Owners and Admins invite teammates from Settings > Users. Each invite is emailed, and the teammate sets their password from the link.

Invite your team and accept an invite

Every company has one Owner. Other teammates are Admins or Users. Everyone can see and work all company records. Admins and the Owner also manage settings, data and the team.

Roles explained: Owner, Admin and User

You can add VendScout to your home screen so it opens like an app. There's nothing to download from an app store.

Install VendScout on your phone

The sidebar (or the bottom bar on a phone) groups VendScout into Grow, Customers, Operations and Money. Search, notifications and New task sit in the top bar.

Find your way around VendScout

Getting Started

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Set up your account

Build your first workflow and watch it run end to end.

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Connect the tools your team already uses to bring data in.

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