> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage Vendors

> Edit, merge, and organize your vendor records

## Overview

As your vendor directory grows, you may need to update vendor details, merge duplicate entries, remove unused vendors, or import vendors in bulk. This guide covers the day-to-day management tasks for keeping your vendor directory clean and accurate.

<Note>
  Managing vendors requires the **VENDORS\_MANAGE** permission, available to Admin and Accountant roles.
</Note>

## Edit Vendor Details

<Steps>
  <Step title="Open the Vendor">
    Navigate to **Vendors** in the sidebar and click the vendor you want to edit.
  </Step>

  <Step title="Modify Fields">
    In the vendor detail panel, update any of the following fields:

    * **Name**: Correct the display name
    * **Address**: Add or update the business address
    * **Tax ID**: Enter or modify the tax identification number
    * **Default Category**: Change the category applied to future expenses from this vendor
    * **Website**, **Phone**, **Notes**: Update contact information and internal notes
  </Step>

  <Step title="Save Changes">
    Click **Save** to apply your changes. The updated default category will apply to future expenses only, existing expenses retain their current category.
  </Step>
</Steps>

## Merge Duplicate Vendors

Over time, OCR processing may create duplicate vendor entries (e.g., "Tim Hortons" and "Tim Horton's #1234"). Merging combines two records into one, consolidating all linked expenses under a single vendor.

<Steps>
  <Step title="Select the Duplicate Vendor">
    Open the vendor you want to remove (the duplicate). Click the **Merge** button in the detail panel.
  </Step>

  <Step title="Choose the Target Vendor">
    Search for and select the vendor you want to keep (the target). All expenses from the duplicate vendor will be reassigned to the target.
  </Step>

  <Step title="Confirm the Merge">
    Review the merge summary showing how many expenses will be moved. Click **Confirm Merge** to complete the operation.
  </Step>
</Steps>

<Warning>
  Merging is permanent. The duplicate vendor record is deleted and all of its expenses are reassigned to the target vendor. This action cannot be undone.
</Warning>

## Delete a Vendor

If a vendor was created by mistake or is no longer relevant, you can delete it from the directory.

1. Open the vendor you want to delete
2. Click the **Delete** button in the detail panel
3. Confirm the deletion in the dialog

<Note>
  You cannot delete a vendor that has linked expenses. Reassign or delete the associated expenses first, or merge the vendor into another record.
</Note>

## Import Vendors from CSV

For organizations with a large number of vendors, you can import vendor records in bulk using a CSV file.

<Steps>
  <Step title="Prepare Your CSV File">
    Create a CSV file with the following columns:

    | Column     | Required | Description                                             |
    | ---------- | -------- | ------------------------------------------------------- |
    | `name`     | Yes      | Vendor display name                                     |
    | `address`  | No       | Business address                                        |
    | `tax_id`   | No       | Tax identification number                               |
    | `category` | No       | Default category name (must match an existing category) |
    | `website`  | No       | Website URL                                             |
    | `phone`    | No       | Contact phone number                                    |
    | `notes`    | No       | Internal notes                                          |
  </Step>

  <Step title="Upload the CSV">
    On the Vendors page, click the **Import** button in the top-right corner. Select your CSV file or drag it into the upload area.
  </Step>

  <Step title="Review and Confirm">
    Smartbills displays a preview of the vendors to be imported. Review the data for accuracy, resolve any flagged issues, and click **Import** to create the vendor records.
  </Step>
</Steps>

## Vendor Expense History

Every vendor detail panel includes a chronological log of expenses linked to that vendor. Use this history to:

* Track spending patterns over time
* Identify unusual charges from a vendor
* Review which employees are making purchases from a specific vendor
* Export vendor-specific spending data for accounting or audits

## What's Next?

<CardGroup cols={2}>
  <Card title="Vendor Overview" icon="store" href="/guides/web-app/vendors/overview">
    Learn about the vendor directory and auto-detection
  </Card>

  <Card title="Create a Vendor" icon="circle-plus" href="/guides/web-app/vendors/create-vendor">
    Add a new vendor record manually
  </Card>
</CardGroup>