Vendors

Maintain a vendor directory, link bank accounts, and import vendors in bulk.

Overview

A vendor is a supplier or contractor record that groups everything you pay them for in one place - contact details, linked bank accounts, spend history, and every bill you’ve paid them. Instead of a vendor appearing as several disconnected beneficiaries because they have multiple bank accounts (for example, an SGD account and a USD account), Bill Pay links them all under a single vendor profile.

Vendor directory

Go to Vendors in the Bill Pay sidebar to see every vendor in a table: name, email, number of bills, payment details (masked account number, or a “Missing” warning if none is linked), last payment date, and when the vendor was added.

• Search by name, email, or tax ID
• Filter by status: All, Active, or Archived
• Sort by clicking any column header
• Click a row to open that vendor’s profile

If you have no vendors yet, they’re created automatically the first time you create a bill for a new supplier - or you can add one manually.

Vendor profile

Each vendor profile shows:

• Header - name, entity type, status, email, and phone
• Summary cards - Total Spend (all-time), This Month, This quarter and Outstanding. Amounts are grouped by home currency.
• Bills tab - every bill for this vendor, filterable by status.
• Payment Information tab - linked bank accounts, with the option to add a new one, set a primary account, or unlink an existing one
• Details tab - editable legal name, entity type, tax ID, email, phone, and address
• Timeline tab - a chronological activity log of everything that’s happened on this vendor (creation, edits, bank account changes, payments)

Adding and managing vendors

To add a vendor manually, go to Vendors > Add Vendor and fill in:

Field	Required
Legal Name	Yes
Email	No
Tax ID	No
Phone	No
Address	No
Notes	No

Archiving a vendor hides it from the default list and bill-creation dropdowns without affecting any of its existing bills or bank accounts. Filter by Archived to find it again, and unarchive it from the vendor profile at any time.

Linking a bank account

From a vendor’s Payment Information tab, click Add Payment Information and enter the country, transfer method, currency, account holder name, and account number.

If a vendor has more than one bank account, click Set as Primary on the one that should be pre-selected automatically when you create new bills for them. Deleting a payment method only unlinks it from the vendor - it doesn’t delete the underlying bank account.

Vendor matching during bill creation

When you upload a bill, HitPay tries to match it to an existing vendor automatically. If a match is found, you’ll see “Matched to {vendor name}” with the option to change it. If not, you can search your existing vendors or create a new one inline, with the name pre-filled from OCR where available.

Bulk vendor import

If you’re migrating from a spreadsheet or another platform, import your whole vendor list at once instead of adding them one by one.

Go to Vendors > Import Vendors and choose:

• CSV Upload - for vendors kept in a spreadsheet
• Sync from Accounting - for Xero (see Xero Integration)

CSV upload

Download the official template. It includes vendor fields (name, email, phone, tax ID, address) and bank account fields (country, currency, account holder name, account number, and a routing code where the destination country requires one).

• Maximum 500 rows per upload
• Rows are validated before anything is created; invalid rows are flagged with the specific error (for example, an unrecognised country code or a badly formatted phone number)
• You can fix and re-upload, or proceed - valid rows import while flagged rows are skipped and available to re-download

How duplicates are handled

The import only ever creates vendors and bank accounts - it never edits existing vendor details, even if the file has different values.

Situation	What happens
The exact same bank account (country + currency + account number) already exists	Row is skipped - already imported. Makes re-uploads safe.
Exactly one existing vendor matches the name	The bank account is added to that vendor.
More than one existing vendor matches the name	Row is flagged as ambiguous and skipped - you resolve it manually.
No match	A new vendor is created with its bank account.

Xero vendor sync

If you connect Xero, existing suppliers can be imported as vendors and new HitPay vendors are pushed to Xero automatically. See Xero Integration for how vendor sync works.