Lieferanten — Vendors Tips & Tricks

• Always add the IBAN when creating a vendor — the IBAN is the strongest matching key for incoming invoices. Without it, the system falls back to fuzzy name matching, which is less reliable and may create duplicate vendor records.

• Review auto-created vendors weekly — the AI inbox creates vendor records on the fly when processing incoming invoices. Set a weekly habit to review new vendors, merge duplicates, and fill in missing fields like VAT number and payment terms.

• Use "Copy to Client" when you both buy and sell — if a company is both your supplier and your customer, copy the vendor to a client record. This keeps both relationships with their own history while avoiding double data entry.

• Set default payment terms per vendor — instead of manually calculating due dates for each expense, set the standard payment terms on the vendor record once. The system will apply them automatically to new linked expenses.

• Deactivate seasonal vendors after their season — if you work with vendors only during certain periods (e.g., event suppliers), deactivate them outside their active season to keep your dropdown lists clean. Reactivate them when the next engagement starts.