Vendor Management

The Vendors page helps you manage your vendor relationships and clean up duplicate entries.

Accessing vendor management

Click Vendors in the sidebar (Admin only). You’ll see a list of all vendors who have submitted invoices.

Vendor list

The main view shows all your vendors with:

Click on any vendor to see their full profile.

Vendor details

The vendor detail page shows:

• All invoices from this vendor
• Contact information (if available)
• Invoice history and status breakdown
• Any merged aliases

Adding vendor information

Enhance vendor records with additional details:

1. Click on a vendor
2. Click Edit
3. Add information like:
   • Contact email and phone
   • Billing address
   • Payment terms
   • Default expense account (for exports)
   • Tax ID / GST/HST number
   • Internal notes

This information helps with accounting exports and vendor communication.

Detecting duplicate vendors

Vendors sometimes submit with slight name variations:

• “Acme Corp” vs “Acme Corporation”
• “ABC Company” vs “ABC Co.”
• Typos like “Corporaiton” vs “Corporation”

BillerPlus uses fuzzy matching to detect these duplicates.

Finding duplicates

1. Go to Vendors
2. Click Find Duplicates
3. Review the suggested matches

The system groups similar names together, showing invoice counts for each variation.

Merging vendors

When you find duplicates, merge them into a single canonical name:

1. On the duplicates page, review a group
2. Select the canonical name (the correct version)
3. Check the variations you want to merge
4. Click Merge Selected

After merging:

• All invoices show the canonical name
• Analytics group under one vendor
• Original names are preserved as aliases

Unmerging vendors

Made a mistake? You can undo a merge:

1. Go to the vendor’s detail page
2. Find the merged aliases section
3. Click Unmerge on any alias

The original vendor name is restored.

How merging affects your data

Default expense account

Set a default expense account for each vendor to streamline accounting exports:

1. Edit the vendor
2. Enter the account code (e.g., “5000 - Office Supplies”)
3. Save

This code appears in QuickBooks and Xero exports, matching your Chart of Accounts.

Best practices

1. Review duplicates regularly — Check monthly for new variations
2. Choose clear canonical names — Pick the most professional version
3. Add contact info — Makes communication easier
4. Set expense accounts — Speeds up your accounting workflow
5. Document in notes — Record any special handling requirements