Lieferanten — Vendors Guide

What it does

The Vendors section manages your suppliers — any external company or person you pay for goods or services. Vendor records store contact details, bank information (IBAN), and VAT numbers. When you record expenses, you can link them to a vendor for tracking who you are paying and how much.

Vendors appear under the Kontakte (Contacts) navigation group alongside Employees and Clients. They are especially useful when invoicing or expense management is active.

How to set up

1. Create a vendor — go to Vendors > New. Enter the company name, address, and country. Add their IBAN and VAT number if you have them.
2. Add contact persons — on the vendor record, add contacts with name, email, phone, and position. Mark one as primary for default communication.
3. Set payment terms (optional) — define default payment terms in days. This helps track when vendor invoices are due.
4. Add notes (optional) — internal notes about the vendor relationship, pricing agreements, or delivery terms.

Daily use

Recording vendor details

When you receive a bill from a supplier, search for them in the vendor list. If they are not there yet, create a new record. The system can also auto-create vendors when processing incoming invoices through the inbox — it extracts the vendor name, address, and IBAN from the document.

Linking vendors to expenses

When recording an expense, select the vendor from the dropdown. This links the expense to the vendor for reporting and payment tracking. Over time, you build a spending history per vendor.

Converting a vendor to a client

If a vendor also becomes someone you bill, use the Copy to Client or Move to Client action. Copy keeps the vendor record and creates a new client. Move transfers the record and removes the vendor entry. Contacts are carried over in both cases.

Works together with

• Expenses — every expense can be linked to a vendor for spend tracking and categorisation.
• Inbox — incoming invoices processed by the AI assistant auto-match or auto-create vendor records.
• Clients — vendors can be copied or moved to the client list when the relationship changes.

Tips

• Let the inbox create vendors for you — when the system processes an incoming invoice, it extracts vendor details automatically. Review and refine later instead of entering everything manually.
• Keep IBANs up to date — the IBAN is used to match incoming invoices to existing vendors. An outdated IBAN means the system cannot auto-link the expense.
• Use search broadly — vendor search covers name, city, VAT number, IBAN, and contact details, so you can find a vendor even if you only remember part of their information.
• Deactivate instead of delete — mark inactive vendors as inactive rather than deleting them. This preserves the expense history linked to them.
• Copy to Client preserves contacts — when a vendor becomes a client, all contact persons are carried over so you do not need to re-enter them.