I don't have experience in this area, but from your description it sounds like something you could use a CRM (like Salesforce) for. If you envision a vendor as

I don't have experience in this area, but from your description it sounds like something you could use a CRM (like Salesforce) for. If you envision a vendor as what the CRM would typically refer to as a "lead", then you should be able to use the CRM to add info fields to the lead, track it through different phases (like due-diligence, etc), contact the lead using premade templates (like you suggested above), and resolve or delete the lead at the end. At the same time you'd be able to view all your leads (vendors) at once, search through them, search by field, etc. Hope that helps.