> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pluvel.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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

<Steps>
  <Step title="Go to Vendors">
    Navigate to **Bills & Expenses → Vendors** or click **Add Vendor**.
  </Step>

  <Step title="Enter their details">
    * Vendor name
    * Contact person
    * Email
    * Phone
    * Address
  </Step>

  <Step title="Add payment info">
    * Payment terms (Net 30, etc.)
    * Default expense account
    * Tax ID (if you'll need to send them a 1099)
  </Step>

  <Step title="Save">
    Vendor is ready for bills.
  </Step>
</Steps>

## 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.           |

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

## 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

```csv theme={null}
Vendor Name,Email,Phone,Address,Tax ID
Acme Supplies,ap@acme.com,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.

<Card title="Expense claims" icon="file-invoice-dollar" href="/features/bills/expense-claims">
  Submit and approve employee expenses.
</Card>