Opening a vendor record shows a detail sheet with four tabs: General, Contacts, Payment Methods, and Tax Details.
General tab
The General tab holds the vendor’s core details. Editable fields:
| Field | Notes |
|---|
| Vendor name | Read-only if the vendor is synced from QuickBooks |
| Country | |
| Legal name | |
| Address | Street, city, state, ZIP, country |
| Spend category | Default category applied when this vendor appears on a bill |
| External ID | Free-text reference for mapping to an external system |
| Vendor owners | One or more Dash.fi users responsible for this vendor |
QuickBooks-connected vendors
If your organisation has a QuickBooks integration, you can link a vendor to a QuickBooks vendor record. When linked:
- The vendor name is locked and shows “Synced from QuickBooks”
- Contact information is pulled from QuickBooks and kept in sync
When creating a new vendor with a QuickBooks integration active, you’ll be prompted to either select an existing QuickBooks vendor or create a new one alongside the Dash.fi vendor.
Contacts store the people at the vendor you interact with. The default contact is used to auto-fill the recipient email when creating a single-use card payment and when adding remittance notifications to a bill.
Click Add contact and fill in:
| Field | Required |
|---|
| First name | No |
| Last name | Yes |
| Email | Yes |
| Phone | No |
| Contact type | No (options: Accounts Payable, Accounts Receivable, IT, Procurement, Sales, Support, Other) |
| Default contact | — |
Payment methods tab
The Payment Methods tab lists ACH bank accounts on file for the vendor. See Manage vendors for instructions on adding and removing payment methods.
Multiple ACH accounts can be saved for a single vendor. When creating a bill, you’ll select which account to pay.
Tax details tab
The Tax Details tab stores the vendor’s tax identification for 1099 reporting and compliance purposes.
| Field | Notes |
|---|
| Tax ID type | EIN (Employer Identification Number) or SSN (Social Security Number) |
| Tax ID | Formatted automatically — EIN as XX-XXXXXXX, SSN as XXX-XX-XXXX. Displayed masked to the last 4 digits after saving. |
Disable and delete a vendor
The vendor actions menu has two separate options:
Disable vendor — marks the vendor as inactive. Disabled vendors can’t be selected on new bills. Existing bills already associated with the vendor are unaffected. This action is reversible — open a disabled vendor and select Enable vendor to restore it.
Delete vendor — permanently removes the vendor record. This action is irreversible.
Use Disable if you might need the vendor again. Use Delete only when the vendor record should be permanently removed.
Vendor approval request types
Your organisation can require approval for four vendor-related actions. When an action requires approval, it creates a request that routes to your configured approvers before taking effect.
| Action | What triggers it |
|---|
| Create vendor | Adding a new vendor |
| Update vendor | Changing vendor details (name, legal name, address, etc.) |
| Add payment method | Adding a new ACH bank account to the vendor |
| Remove payment method | Deleting an ACH bank account from the vendor |
Draft and resubmit
Vendor approval requests can be saved as drafts before submitting. Drafts appear in the Vendors → Drafts tab and are only visible to the requester until submitted.
If a request is returned by an approver, it comes back with notes explaining what needs to change. Open the returned request, make the requested edits, and resubmit. 