Vendors

Manage vendor information and payment details.

Every bill comes from someone. Instead of retyping “Acme Supplies, 123 Main Street, Net 30” every time, save your vendors once and reuse their info forever.

Vendor records also track payment history, W-9 status (important for 1099s), and how much you’ve spent with them over time.

Adding a vendor

1. Go to Vendors

   Navigate to Bills & Expenses → Vendors or click Add Vendor.

2. Enter their details

   • Vendor name
   • Contact person
   • Email
   • Phone
   • Address
3. Add payment info

   • Payment terms (Net 30, etc.)
   • Default expense account
   • Tax ID (if you’ll need to send them a 1099)
4. Save

   Vendor is ready for bills.

Vendor information

Field	What it’s for
Vendor name	How you identify them
Display name	How they appear on reports
Contact name	Who to reach out to
Email	For sending POs or questions
Phone	Contact number
Address	Where to send checks
Website	Their website

Payment details

Field	What it does
Payment terms	Net 30, Net 15, Due on receipt, etc.
Default account	Which expense account bills auto-assign to
Payment method	How you usually pay them (check, ACH, card)
Account number	Your account number with them

Tax information (for 1099s)

If you pay a vendor $600 or more in a year, you might need to send them a 1099. Collect this upfront:

Field	What it is
Tax ID type	SSN or EIN
Tax ID	Their actual number
1099 eligible	Yes/no for 1099 reporting
1099 type	NEC, MISC, etc.

Get W-9 forms from any vendor you expect to pay $600+ annually. January is too late to start collecting them.

The vendor profile

Everything about a vendor in one place:

Overview

• Contact information
• Year-to-date spending
• Current balance (what you owe them)

Bills tab

All bills from this vendor:

• Open (unpaid)
• Paid
• Overdue

Payments tab

Payment history:

• What you’ve paid them
• When
• How

Documents tab

Store related files:

• W-9 forms
• Contracts
• Correspondence

1099 tracking

Track payments for year-end 1099 reporting:

1. Mark the vendor as 1099 Eligible
2. Enter their Tax ID
3. Pluvel tracks payments throughout the year
4. Generate 1099s at year-end

Alerts

We’ll warn you when:

• A vendor approaches the $600 threshold
• W-9 is missing for an eligible vendor
• Tax ID isn’t on file

Better to catch this in July than scramble in January.

Vendor categories

Organize vendors by type:

• Contractors
• Suppliers
• Professional services
• Utilities
• Software/subscriptions

Filter and report by category. “How much did we spend on contractors this year?” becomes a one-click answer.

Importing vendors

Moving from another system?

1. Go to Vendors → Import
2. Upload CSV
3. Map columns
4. Import

CSV format

Vendor Name,Email,Phone,Address,Tax ID
Acme Supplies,[e-mail],555-1234,"123 Main St",12-3456789

Merging duplicates

Created the same vendor twice?

1. Go to Vendors
2. Click Merge
3. Select the duplicates
4. Choose which record to keep
5. All bills consolidate under one vendor

Archiving vendors

For vendors you don’t use anymore:

1. Open vendor profile
2. Click Archive
3. Hidden from active lists but history is preserved

Won’t clutter your dropdowns when creating new bills.

Expense claims

Submit and approve employee expenses.