Vendor details

Opening a vendor record shows a detail sheet with four tabs: General, Contacts, Payment Methods, and Tax Details.

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General tab

The General tab holds the vendor’s core details. Editable fields: Vendor owners appear as a multi-user field. Owners can be used in approval policy rules to route vendor requests or payments to the right person. The user who creates the vendor is set as the default owner. Changes to General tab fields take effect immediately and do not require an approval step.

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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.

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Contacts tab

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.

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Add a contact

Click Add contact and fill in: One contact must always be set as the default. Tick Default contact to designate it — the previous default is automatically unset.

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Edit or remove a contact

Click any contact row to edit. To remove a contact, open it and click Delete. The last remaining contact on a vendor cannot be deleted.

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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.

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Tax details tab

The Tax Details tab stores the vendor’s tax identification for 1099 reporting and compliance purposes.

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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.

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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. Configure which actions require approval in Company → Policy → Vendor management. See Policy Manager for setup.

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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.