Step-by-Step Guide to Creating Vendor Management App in NotionApps in 2025
A practical step-by-step guide to building a vendor management app using NotionApps, designed for teams that want a simple, flexible, and scalable vendor portal without custom development.
Mar 6, 2026
Managing vendors often means juggling contracts, deliverables, invoices, timelines, and ongoing communication across emails, spreadsheets, and multiple tools. For growing teams, this quickly becomes hard to track and even harder to scale. With NotionApps, you can turn structured Notion databases into a clean, fully functional vendor management app that’s easy to maintain and simple for vendors to use. In this guide, we’ll walk through how to build one step by step, without writing a single line of code.
Select the Notion databases you want to include and hit Build App.
For this project, the main screens we’ll be creating are:
Active Engagements: A dedicated screen to display all ongoing vendor engagements, including contract status, timelines, and key details, so vendors clearly understand what they’re currently working on.
All Engagements: A complete view of all past, active, and upcoming vendor engagements, helping vendors and internal teams track history and long-term collaboration.
Invoices: A centralized screen that allows vendors to submit invoices, track approval status, and monitor payments, reducing manual follow-ups and confusion.
Resources: A structured section where vendors can access important documents such as contracts, policies, onboarding materials, and compliance guidelines in one place.
Raise Request: An interactive screen that enables vendors to raise requests for new engagements, scope changes, clarifications, or support, keeping all communication organized and traceable.
Step 2: Set App Identity in Settings
Open Settings in the app.
Rename the app, pick an icon, and update any other identity details.
A clear name & icon help your team recognize the app at a glance.
Step 3: Remove Old Screens
Go to Screens → Layout, and delete the default screens that were automatically generated from your selected databases. This lets you start fresh and create only the screens you actually need for your app.
Step 4: Build the Active Engagements Screen
Create a new screen:
Click on New Screen → Select Projects Database → List (Update Items) → Done
Name the Screen → Active Engagements
Style Settings:
View Type → Grid
Grid Column Size → Large
Image Fill → Fill (Only accessible post selecting image file under Data Settings)
Grid Image Style → Rectangle
Data Settings:
Title → Title
Description → Due Date
Caption → Created On
Image → Photo
Color Tag → Status
Sorting Property : This ensures the projects are listed based on their respective Due Dates
Sort By → Due Date
Order → (A-Z)
In-App Filtering : Helps us pin-point the right project by filtering based on Due date and Status, which saves time
Add the following filter properties according to the Image:
Filtering Property: Filters the entire to database to display only projects that match the set criteria.
Add the following filter properties according to the Image:
Behaviour Settings:
Click on Go to Update Screen, this opens a new screen which allows users to View additional details about each Engagement.
Rename the Screen as Engagements Details
Delete all existing Logics and add the following:
View Title → Heading
Expand the View Name box and change Subheading → Category & Tag → Status
View Description → Text
View Created On → Text
View Due Date → Text
View Status → Text
Update Documents → Text
Update Notes → Paragraph Box
List Tasks → List
View Progress → Text
List Client → List
List Assigned To → List
Update Photo → Photo Uploader
List Meetings → List
List Projects Notes → List
Step 5: Build the All Engagements Screen
Create a new screen:
Click on New Screen → Select Projects Database → List (Update Items) → Done
Name the Screen → All Engagements
Style Settings:
View Type → Grid
Grid Column Size → Small
Image Fill → Fill (Only accessible post selecting image file under Data Settings)
Grid Image Style → Rectangle
Data Settings:
Title → Title
Caption → Created On
Image → Photo
Color Tag → Status
Sorting Property : This ensures the projects are listed based on their respective Due Dates
Sort By → Due Date
Order → (A-Z)
Behaviour Settings:
Click on Go to Update Screen, this opens a new screen which allows users to View additional details about each Engagement.
Rename the Screen as Engagements Details
Delete all existing Logics and add the following:
View Title → Heading
Expand the View Name box and change Subheading → Category & Caption → Clients → Name
View Description → Text
View Created On → Text
View Due Date → Text
View Status → Text
View Documents → File Viewer
View Notes → View Text
List Tasks → List
View Progress → Text
List Client → List
List Assigned To → List
View Photo → Photo Viewer
List Meetings → List
List Projects Notes → List
Step 6: Build the Invoices Screen
Create a new screen:
Click on New Screen → Select Invoices Database → List (View Items) → Done
Name the Screen → Invoices
Style Settings:
View Type → Grid
Grid Column Size → Small
Data Settings:
Title → Title
Description → Invoice Date
Caption → ID
Color Tag → Invoice Amount
Behaviour Settings:
Click on Go to Screen, this opens a new screen which allows users to View additional details about each Invoice.
Rename the Screen as Invoice Details
Delete all existing Logics and add the following:
View Name → Heading
View Invoice Amount → Text
View ID → Text
View Invoice Date → Text
View File → File Viewer
Step 7: Build the Resources Screen
Create a new screen:
Click on New Screen → Select Resources Database → List (Update Items) → Done
Name the Screen → Resources
Style Settings:
View Type → List
Image Fill → Fill (Only accessible post selecting image file under Data Settings)
Grid Image Style → Square
Data Settings:
Title → Title
Image → Photo
Color Tag → Category
Sorting Property : This ensures the resources are listed in alphabetical order
Sort By → Title
Order → (A-Z)
Behaviour Settings:
Click on Go to Update Screen, this opens a new screen which allows users to View additional details about each Resource.
Rename the Screen as Resource Details
Delete all existing Logics and add the following:
View Title → Heading
Expand the View Name box and change Subheading → Category & Image → Photo
View Description → Text
View Read More → Button
Step 8: Build the Raise Request Screen
Create a new screen:
Click on New Screen → Select Projects Database → Form (Add Item) → Done
Name the Screen → Raise Request
Delete all existing Logics and add the following:
Input Title → Text Box
Input Description → Paragraph Box
Input Category → Dropdown
Input Due Date → Date Picker
Input Photo → Photo Uploader
Input Documents → File Uploader
List Task → List
Input Notes → Paragraph Box
Behaviour Settings
Save Button Text → Submit Engagement Request
Button Position → Fixed at Bottom
Success Message → Success
Action Property: Add the following Actions according to the Image:
Step 8: Update Navigation
Go to Edit Navigation and rename your tabs to match your app’s flow.
Update icons for a more intuitive interface.
Step 9: Publish and Share Your App
Once you’ve finished setting up all screens, filters, and layouts, click the Publish button in the top-right corner of the NotionApps builder to make your app live. After publishing, you can use the Share icon right next to it to copy the app link and share it with users.
Conclusion: A Simple, Scalable Vendor Management App
With NotionApps, building a vendor management app doesn’t require complex tools or custom development. By structuring your vendor data inside Notion and layering a clean, intuitive app interface on top, you can manage engagements, invoices, resources, and vendor communication from a single system.
What makes this approach especially powerful is its flexibility. While this example was built for a marketing-oriented company, different industries and teams will naturally have different workflows and data needs. Whether you’re managing freelancers, suppliers, agencies, or partners, the same foundation can be easily customized by adjusting databases, properties, screens, and filters inside NotionApps.
As your business grows, the app can grow with it. You can add new screens, refine workflows, or tailor access without rebuilding anything from scratch. Once published, the app is ready to be shared and used across devices, turning your Notion workspace into a practical, scalable vendor management system that adapts to your business—not the other way around.
