Lieferanten — Advanced Vendor Management

Expense categorisation by vendor

Every expense linked to a vendor contributes to a spending profile. Over time, you can see how much you spend with each supplier across different expense categories. This helps during budget reviews and vendor negotiations — if one supplier accounts for a large share of a category, you have leverage to negotiate better terms.

Filter expenses by vendor to get a clear breakdown. Combine this with date-range filters to compare spending periods, spot seasonal patterns, or identify cost increases that warrant attention.

Automatic vendor matching from inbox

When the AI inbox processes an incoming invoice, it extracts the vendor name and IBAN from the document. The system first tries to match by IBAN (exact match), then falls back to a name-based fuzzy search. If no match is found, a new vendor record is created automatically with the extracted details.

Review auto-created vendors periodically to clean up duplicates or fill in missing details like VAT numbers and contact persons. The more complete your vendor records are, the better the automatic matching works over time.

Vendor payment tracking

Link each expense to a vendor and record payment status to build a payables overview. You can see outstanding amounts per vendor, track which bills are overdue, and plan cash flow around your payment obligations. Default payment terms on the vendor record help the system calculate due dates automatically.

For vendors with agreed payment terms different from your default, set the terms on the vendor record once. Every linked expense will inherit those terms unless overridden individually.

Copy vs. Move to Client

When a vendor relationship evolves into a customer relationship, you have two options. Copy to Client keeps the vendor record untouched and creates a parallel client record with the same details. This is useful when you both buy from and sell to the same company. Move to Client transfers the record and deletes the vendor entry — use this when the relationship has fully shifted.

Both actions carry over all contact persons. The system checks for duplicate client names before proceeding and will warn you if a client with the same name already exists.

Bulk vendor cleanup

Search and filter the vendor list to find inactive or duplicate records. Deactivate vendors you no longer work with to keep the active list clean and improve dropdown performance. The search covers name, VAT number, city, IBAN, and even contact email addresses, so finding duplicates by different fields is straightforward.