Vendor records help bill pay stay consistent. Keep display name, contact details, currency, payment terms, and safe destination labels current before bills enter approval or payment runs.

What this guide helps you do

• Create a vendor record for bill pay.
• Review vendor payment terms and safe destination labels.
• Archive vendors that should no longer be used.

Before you start

• Confirm the vendor identity and whether it should link to an existing customer or company record.
• Have vendor email, default currency, payment terms, and safe payment destination label ready.
• Do not paste raw bank account details into public notes or labels.

Do it manually

1. Open Money and choose Pay Bills.
2. Open the vendor area or the vendor field while adding a bill.
3. Create or update the vendor display name, email, default currency, and terms.
4. Add a masked destination label only when your process supports it.
5. Use the vendor when adding or reviewing bills.
6. Archive vendors that should no longer be selectable.

Ask Faster AI

• Review this vendor list and flag missing payment terms or unsafe labels.
• Prepare a vendor record from this invoice summary, but wait for my confirmation before saving.
• Find active vendors without payment destination labels so I can review them.

Review before saving, sending, paying, or refunding

• Confirm vendor identity before linking bills or payment runs.
• Use masked descriptors for payment destinations, not raw account numbers.
• Do not archive a vendor until open bills and payment runs are reviewed.

Common issues and fixes

• If a vendor is not selectable, check whether it is archived or missing required fields.
• If a bill picked the wrong vendor, correct the bill before approval or payment.
• If a destination label looks sensitive, remove it and use a safer masked label.

Placeholder media

• Screenshot placeholder: add an annotated screenshot of manage vendors for bill pay with customer names, amounts, account details, and private notes blurred.
• Video placeholder: add a short walkthrough that shows the manual path, the Faster AI prompt, and the review step before anything is saved, sent, paid, refunded, or published.

Related help

• Use the bill inbox
• Manage vendors for bill pay
• Check payment run readiness