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Overview

While Smartbills automatically detects vendors from uploaded receipts, you may want to create vendor records manually. This is useful when you want to pre-configure a vendor’s default category, tax ID, or other details before any expenses are logged.
Creating vendors requires the VENDORS_MANAGE permission, available to Admin and Accountant roles.

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Create a New Vendor

1

Navigate to Vendors

Click Vendors in the left sidebar to open the vendor directory.
2

Click Create

Click the Create Vendor button in the top-right corner of the vendor list.
3

Enter Vendor Details

Fill in the vendor creation form:
  • Name (required), The display name of the vendor (e.g., “Staples”, “Delta Airlines”)
  • Address: The vendor’s business address
  • Tax ID: The vendor’s tax identification number for compliance and reporting
  • Default Category: Select a category that will be automatically applied to all expenses from this vendor
  • Website: The vendor’s website URL
  • Phone: Contact phone number
  • Notes: Internal notes such as account number, payment terms, or contract details
Setting a default category saves time for your team. Every expense matched to this vendor will automatically inherit the selected category, reducing manual data entry.
4

Save the Vendor

Click Save to create the vendor record. The new vendor will appear in your vendor directory and will be available for matching against future expenses.
Your vendor has been created. Future expenses from this vendor will be automatically matched and categorized based on the details you provided.

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What’s Next?

Manage Vendors

Edit, merge, and organize your vendor records

Vendor Overview

Learn about the vendor directory and auto-detection