Manage vendors
6 min read
Tour the Vendors page, the per-vendor detail screen, aliases and merge, default categories, the income-source toggle, and the extraction rules that teach the AI vendor-specific quirks.
Why vendors matter
Every invoice is linked to a vendor row. Consistent vendor data drives: • Accurate per-supplier totals and trend charts. • Reliable extraction over time — once you set rules or notes on a vendor, future uploads from the same supplier reuse them. • Cleaner duplicate detection — duplicates are scoped per vendor. Vendors are scoped to your account. Two users on the same deployment never see each other's vendors.
The Vendors page
Open Vendors from the top nav. The page header shows the Store icon, the title, and a Create Vendor button on the right. The table below lists every vendor with these columns: • Name — click to open the vendor detail page. • Aliases — alternative names the extractor maps to this vendor. • Default category — auto-assigned to incoming invoices from this vendor. • Income source — a badge showing whether invoices from this vendor count as income (yes) or expense (no). • Invoice count — how many invoices are linked to this vendor. • Created — the date the vendor row was added. • Actions — Edit and Delete icons at the end of the row.
Create a vendor
Click Create Vendor to open the dialog. You can fill: • Name (required) — what shows in lists and reports. • Aliases — comma-separated alternative names. Useful when a supplier signs invoices under several variations (e.g. "AWS", "Amazon Web Services", "Amazon Web Services EMEA"). • Default category — applied automatically to new invoices linked to this vendor. • Income source toggle — flip on for vendors that pay you (so income/profit charts pick them up). Save to add the row. New vendors immediately appear in dropdowns across the app.
Vendor detail page
Click a vendor name to open /vendors/[id]. You'll find: • Editable fields — name, aliases, default category, income source toggle, auto-approve toggle (skip the Pending queue for this vendor's invoices). • Extraction Rules section — a list of vendor-specific rules with a priority number, an active toggle, and edit/delete actions. Rules teach the extractor about quirks (e.g. "VAT always shown in the footer", "date format is DD/MM/YYYY"). • Linked invoices table — every invoice attributed to this vendor with the same columns as the main Invoices list. • Save and Delete buttons at the bottom of the form.
Merge duplicate vendors
Two rows for the same supplier? Open one of them, edit Aliases to include the other's name, then delete the duplicate — the prompt offers to move every linked invoice onto the surviving vendor before removing the row. Deleting a vendor that still has linked invoices without merging is blocked; you must first reassign or delete those invoices.
Extraction rules and notes
Vendor-specific rules apply only to invoices linked to that vendor. Global rules (set under Settings → Invoices) apply to every upload regardless of vendor. When the extractor processes a new file, it runs global rules first, then any vendor rules once a vendor is matched, and finally falls back to its general AI extraction. Rule priority decides which one wins when two rules disagree.
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