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

Use Vendors to keep vendor contact details, invitation status, payment setup, and vendor invoices organized.

Before you start

• Have the vendor contact's first name, last name, and email address. These are the most important fields.
• Know the company name, phone number, and address if you have them.
• Decide whether to send the vendor an invitation email now.
• Ask your billing manager whether the vendor should set up payout details before submitting invoices.
• Gather any notes your team needs, such as service area, specialties, or scheduling rules.

Open the Vendors page

Go to Payments > Vendors.

The Vendors page shows each vendor, their contact information, account status, and payment setup status.

Add a vendor

1. Click Add Vendor

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

2. Enter the vendor contact name

   Fill in First Name and Last Name. These fields are required.

   Use the main person your team should contact about work, invoices, or payment setup.

3. Add the company name

   Enter Company Name if the vendor works under a business name, such as Elite Detailing or Premier Transport.

4. Add the email address

   Fill in Email. This is required because the system uses it for vendor invitations and communication.

5. Add phone and address if available

   Enter the vendor's phone number and address if your team has them. This helps staff contact the vendor without searching elsewhere.

6. Add helpful notes

   Use Notes for internal context, such as services offered, preferred contact times, insurance requirements, or special instructions.

7. Choose whether to send the invitation email

   Leave Send invitation email to vendor checked if the vendor should receive an email now.

   Uncheck it if you only want to create the record and send the invitation later.

8. Create the vendor

   Click Create & Send Invite or Create Vendor, depending on whether the invitation box is checked.

What the vendor statuses mean

What success looks like

After you add a vendor:

• The vendor appears on the Vendors page.
• If you sent an invitation, the account status changes to show that the vendor was invited.
• Your team can resend the invitation if needed.
• Vendor invoices can be reviewed from Payments > Invoices when your facility uses vendor invoice features.

Common mistakes to avoid

• Do not use a shared inbox unless that is how the vendor wants to receive payment setup emails.
• Check the email address carefully before sending the invite.
• Use notes for internal reminders, not private customer information.
• Create one vendor record per vendor company or main vendor contact so your team does not split history across duplicates.

Troubleshooting

What to do next

After adding the vendor, open their vendor detail page to review payment setup, associated products or services, and related invoices.

If the vendor will bill your facility, make sure your team knows how vendor invoices should be submitted and reviewed. Continue with Review and pay vendor invoices.