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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.

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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.

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Vendor information

FieldWhat it’s for
Vendor nameHow you identify them
Display nameHow they appear on reports
Contact nameWho to reach out to
EmailFor sending POs or questions
PhoneContact number
AddressWhere to send checks
WebsiteTheir website

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Payment details

FieldWhat it does
Payment termsNet 30, Net 15, Due on receipt, etc.
Default accountWhich expense account bills auto-assign to
Payment methodHow you usually pay them (check, ACH, card)
Account numberYour account number with them

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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:
FieldWhat it is
Tax ID typeSSN or EIN
Tax IDTheir actual number
1099 eligibleYes/no for 1099 reporting
1099 typeNEC, MISC, etc.
Get W-9 forms from any vendor you expect to pay $600+ annually. January is too late to start collecting them.

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The vendor profile

Everything about a vendor in one place:

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Overview

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

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Bills tab

All bills from this vendor:
  • Open (unpaid)
  • Paid
  • Overdue

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Payments tab

Payment history:
  • What you’ve paid them
  • When
  • How

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Documents tab

Store related files:
  • W-9 forms
  • Contracts
  • Correspondence

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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

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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.

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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.

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Importing vendors

Moving from another system?
  1. Go to Vendors → Import
  2. Upload CSV
  3. Map columns
  4. Import

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CSV format

Vendor Name,Email,Phone,Address,Tax ID
Acme Supplies,ap@acme.com,555-1234,"123 Main St",12-3456789

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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

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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.