Vendors & payees
Keep a reusable list of the suppliers and payees you raise payment vouchers to — with their contact and bank details — so they auto-fill on the voucher form.
The Vendors list is your organisation's directory of the people and companies you pay — suppliers, contractors, utilities, beneficiaries, government bodies and anyone else a payment voucher might go to. You keep them here once, with their contact and bank details, so that when you raise a voucher you can pick the payee from a list instead of re-typing their name and email every time. You'll come here when you take on a new supplier, or when an existing one's phone, email or IBAN changes.
Nothing in this list moves money on its own. It's reference data: the names you keep here are simply what appear in the Payee picker on the voucher form. Getting a vendor's details right once saves you re-entering them on every voucher afterwards.
Who can do this. Viewing the list needs any finance role that grants read — the Accountant, Finance Manager, Auditor or CEO can all open it. Adding or editing a vendor needs a finance role with update — in practice the Accountant or Finance Manager (an organisation Owner or Admin can too). An Auditor or CEO can read the list but won't see the New vendor or Edit buttons; that's by design, not a fault. If a button is missing for you, your role simply doesn't reach it — see Members & roles.
Where to find it. Finance → Settings → Vendors. (The older Finance → Vendors link still works — it just brings you to the same place.)
What's in the list
Each vendor is one row. The table shows you, at a glance:
- Type — a small badge saying what kind of payee this is (vendor, company, contractor, utility, individual, staff, beneficiary, government, NGO or other).
- Name — the payee's name, as it will appear on the voucher and the printed document.
- Detail — an optional free-text note (a department, a reference, a short description).
- Phone and IBAN — the contact number and bank account on file, shown when present (a dash means none has been recorded yet).
A vendor's email and CR / Tax number are kept too — you'll see them when you open a vendor to edit it, even though they're not shown as their own columns in the table.
Add a vendor
Open Finance → Settings → Vendors
From the dashboard, go to Finance, choose Settings, then select Vendors from the sub-menu down the side. If you don't see the Vendors option, your role doesn't include Finance settings.
Select New vendor
Choose New vendor at the top of the list. A dialog opens with the vendor's details to fill in. (If you don't see this button, your role can view the list but not edit it.)
Choose the type and enter the name
Pick the Type that best describes the payee from the dropdown, then enter the Name. The name is the only required field — Save stays disabled until you've typed one. Everything else is optional and can be added later.
Add the contact and bank details
Fill in whatever you have:
- Detail — an optional note.
- Phone and Email — how you reach them. An email kept here will auto-fill the recipient when you send a voucher receipt.
- IBAN — the bank account you pay into.
- CR / Tax no. — the commercial-registration or tax identifier, for companies and official payees.
You can leave any of these blank and come back to complete them later.
Save
Choose Save. The vendor is added and now appears in the Payee picker on the voucher form straight away.
Each vendor name must be unique within your organisation. If you try to save a name that's already in your list, the save is rejected with Could not save the vendor. — check whether the payee is already there before adding them again, so you don't end up with two slightly different entries for the same supplier.
Edit a vendor
To change a vendor's details — a new phone number, a corrected IBAN, an added email — find them in the list and choose Edit on their row. The same dialog opens with their current details; change what you need and choose Save. You can change any field, including the type and the name.
Editing a vendor updates their entry going forward. It doesn't reach back and rewrite vouchers you've already raised — those keep the name and details that were on them at the time. So correcting a vendor's IBAN here fixes it for the next voucher, not for one already printed.
How vendors appear on the voucher
When you raise a payment voucher, the Payee field is a searchable picker built from this list. You have two ways to name who you're paying:
- Pick a vendor from the list. The voucher fills in their name, and — if you've kept an email on the vendor — pre-fills the recipient email so the receipt can go straight to them. If the vendor has no email on file, the form prompts you to add one.
- Choose Custom payee… to type a one-off name that isn't in your directory. This is for the rare payee you don't expect to pay again; it doesn't add them to the list.
If, while raising a voucher, you enter or change a recipient email for a listed vendor, the form can offer to save this email to the vendor for next time — a quiet shortcut that keeps the directory up to date without a separate trip to settings. (You'll only see that option if your role can edit vendors.)
Keeping a vendor's details current here is what makes the voucher form quick and accurate. A complete entry — name, email, IBAN — means the voucher is filled correctly the moment you pick the payee, with nothing to re-type and no risk of a typo in the account number.
See also
Create a payment voucher
Raise a voucher and pick the payee from this directory.
Charity members
The people you record income against — the income-source counterpart to this payee list.
Finance settings
The home for all your finance reference data and rules.
Members & roles
Why the New vendor or Edit button might be hidden for you, and which role unlocks it.