What you will accomplish

You will add outside service providers to your facility, send them an invitation when they need to submit invoices, and understand how vendor records connect to vendor bills.

Vendors are outside people or companies that help your facility. Examples include detailers, transport companies, mechanics, photographers, and contractors.

For a Contacts-first walkthrough (opening Vendors in the sidebar and adding a partner), read Work with vendor contacts.

Use Contacts > Vendors to keep vendor contact details, invitation status, and payment setup organized in one place. Vendor bills your facility receives are reviewed on Payments > Invoices under the Vendor tab.

Before you start

• Know the vendor's business name (for example Premier Detailing or Summit Transport).
• Have an email address if you plan to send a portal invitation so the vendor can submit invoices online.
• Know which vendor types fit this provider (Detailing, Transportation, Mechanical, and so on).
• Ask your billing manager whether the vendor should finish payment setup before your team records payouts.

Open the Vendors page

1. Click Contacts in the sidebar

   Sign in to your dashboard. In the left sidebar, click Contacts.

   Expected result: The Contacts area opens. You may see customer tabs such as Storage or Events near the top.

2. Click Vendors

   Click Vendors in the Contacts tabs (or submenu).

   You can also open Contacts > Vendors directly.

   Expected result: The page title is Vendors with the subtitle Service providers and payouts.

The Vendors page shows each vendor, company name, vendor types, email, account status, Stripe connection, and whether the record is active.

Add a vendor

1. Click Add vendor

   In the top-right area of the Vendors page, click Add vendor.

   If the list is empty, you may also see Add your first vendor in the center of the page. Either button opens the same window.

   Expected result: A window titled Add Vendor opens.

2. Search for the business or address (optional)

   In Business or address, search for the shop, garage, or street address.

   When you pick a result, the Vendor name field may fill in automatically.

   Why this helps: Searching first saves typing and keeps the address consistent for your team.

3. Enter the vendor name

   In Vendor name, type the name your staff will recognize (for example Elite Paint & Body).

   You can type the name directly even if you skip the business search.

4. Choose vendor types

   Under Vendor types, click one or more labels that describe this provider, such as Detailing, Transportation, or Paint & Body.

   Why this matters: Types make it easier to filter and find the right vendor later.

5. Open Advanced details when you need contact info or an invite

   Click Advanced details to expand optional fields:

   • First name and Last name (optional)
   • Email (needed if you will send an invitation)
   • Phone and Notes

   If you add an email, you can check Send invitation email to vendor to email the portal link right away.

   Why this matters: Some vendors are not ready to connect payment details on day one. You can save the record now and send the invite later from the vendor detail page.

6. Click Create vendor

   Click Create vendor.

   Expected result: The window closes and the vendor appears in the list with status Active. The Account column may show Not Invited until you send an invite.

Open a vendor record

Click a vendor row on the Vendors page to open the vendor detail page.

You will see:

• Vendor Types — change how this provider is classified
• Vendor Information — status, account status, Stripe status, and contact fields you can edit
• Send Invite or Resend Invite — email the vendor portal link

Send a vendor portal invitation

When a vendor needs to submit invoices online or finish payment setup, send an invitation from the vendor detail page.

1. Open the vendor

   Go to Contacts > Vendors and click the vendor row.

2. Add or confirm the email

   In Vendor Information, make sure Email is correct. Save any changes you make.

   Why this matters: The invitation goes to this email address. A typo means the vendor never receives the link.

3. Click Send Invite

   Click Send Invite in the top-right corner.

   Expected result: A success message appears. Account Status changes from Not Invited to Invited. The button may change to Resend Invite.

4. Tell the vendor what to expect

   Ask the vendor to check their inbox (and spam folder) for the invitation. They use that link to access the vendor portal and submit invoices.

   Why this matters: Your team cannot review a vendor bill in the app until the vendor submits it—or until someone uploads it through your facility's agreed process.

What the vendor statuses mean

What success looks like

After you add a vendor:

• The vendor appears on Contacts > Vendors.
• Vendor types and company name match how your team talks about this provider.
• If you sent an invitation, Account Status shows Invited.
• When the vendor submits a bill, your team can review it using Review and pay vendor invoices.

Common mistakes to avoid

• Do not look for Vendors under the Payments tabs—open Contacts > Vendors instead.
• Do not create duplicate records for the same company. Search the list first.
• Check the email address carefully before sending an invite.
• Use Notes (in Advanced details) for internal reminders, not private customer information.

Troubleshooting

When a vendor will bill your facility

1. Confirm the vendor record is correct

   Open the vendor from Contacts > Vendors and check the company name and email.

   Why this matters: Vendor invoices are easier to match when the vendor record is accurate.

2. Send an invite if they submit bills online

   If the vendor will upload invoices through the portal, click Send Invite or Resend Invite on the vendor detail page.

   Expected result: The vendor receives an email with steps to submit invoices your team can review.

3. Review bills when they arrive

   When a vendor submits an invoice, open Payments > Invoices, open Filters, choose Vendor under Type, and follow Review and pay vendor invoices.

What to do next

If the vendor will bill your facility, continue with Review and pay vendor invoices.

If you are setting up Payments for the whole team, return to the Payments overview for the recommended learning path.

For the public link vendors use to submit invoices, see Set up vendor invoice portal.