Vendors and purchase invoices

Go to Sidebar → Vendors. Owners and managers can use this page, plus any team member given the Manage vendors permission.

This is the money going out — shampoo, food, bedding, equipment. Four figures sit at the top: Total Vendors, Total Spend, Outstanding (bills not yet paid) and Top Supplier.

There are two tabs: Vendors and Invoices & Spend.

Add a vendor

1. Press Add Vendor.
2. Enter the Vendor Name and pick a Type, such as Pet Supply, Food Supplier or Grooming Supplies.
3. Set Status — Active, Inactive or Pending.
4. Add contact details if you like: Email, Phone, Website, Account Number, Payment Terms (such as Net 30), address and Notes.
5. Press Create Vendor.

Click a vendor card to open it. Inside are three tabs: Information, Contacts (people you deal with) and Documents (contracts, W-9s, certificates, licenses and insurance, with an optional expiry date).

Record a vendor invoice

1. Open the Invoices & Spend tab and press Add Invoice.
2. Pick the Vendor. Enter the Invoice Number and Invoice Date, and a Due Date if there is one.
3. Set Status — Pending, Paid, Partial, Overdue or Cancelled.
4. Under Line Items, add at least one line with a description, quantity and price. Press Add Item for more lines. One line such as "March food order" is fine — you don't have to copy every line from the bill.
5. Press Create Invoice.

When you pay a bill later, open it and press Mark as Paid.

Use the search box and the vendor and status filters to find invoices.

Stop using a vendor — don't delete it

Set the vendor's Status to Inactive instead of deleting it.

Deleting a vendor permanently removes its contacts, documents and every invoice recorded against it — its whole spend history. It can't be undone.

What this is not

• Not stock control. Recording a bill for forty bags of food does not add them to your product stock. Update stock under Products — see Products, stock and low-stock alerts.
• Not bill pay. Mark as Paid records that you paid. It does not send money or connect to your bank.
• Not your accounts. Your accountant still needs the real invoices. Keep the paperwork.

Tips

• Record bills as they arrive. Ten minutes a week beats a day in January.
• Use one name per vendor. Three spellings of the same supplier split your spend into three.
• Look at spend against revenue every few months. Reports show what came in; this shows what went out.