Know Who You Owe
Vendors are the other half of your business relationships. BizBooks Pro helps you track every supplier, contractor, and service provider. See what you owe, when it's due, and your complete payment history with each vendor.
Every vendor record connects to their bills, payments, and 1099 information. At year-end, you'll have everything you need for tax reporting.
Complete Contact Records
Company name, contact person, address, phone, email, and payment details all in one place.
Balance Tracking
See what you owe each vendor at a glance. Open bills, overdue amounts, and payment history.
Bill Management
Create bills directly from the vendor record. Track due dates and payment status.
1099 Tracking
Mark vendors as 1099 eligible and track payments for year-end reporting.
Multiple Contacts per Vendor
A vendor record can carry more than one contact. Add the AP manager, the account rep, and the billing address separately — each with its own email, phone, role tag, and receipt preferences. The Primary contact stays in sync with the vendor's main email field so legacy reports and payment workflows never break.
Primary Contact in Sync
Promote any contact to Primary and the top-level vendor email is updated automatically. Switch reps without touching every bill or report that references the vendor.
Bills and Statements Routing
Check the Bills or Statements box per contact to control what each person receives. The procurement team gets every bill confirmation; the controller gets the account statement.
Vendor Information Fields
- Basic Info: Company name, contact name, email, phone
- Address: Mailing address for payments and correspondence
- Payment Terms: Net 30, Net 60, Due on Receipt, custom terms
- Default Expense Account: Lock a supplier to one expense or COGS account so their scanned paperwork always codes the same way
- Tax Info: Tax ID, 1099 eligible status
- Notes: Internal notes and custom fields
Powerful Features
- Search & Filter: Find vendors instantly by name, balance, or status
- Vendor Statements: View all activity with any vendor
- Aging Reports: See what's due now, 30, 60, 90+ days
- Import Vendors: Bring in your vendor list from QuickBooks or Excel
- Quick Bill Entry: Create bills directly from vendor record
- Payment Recording: Record payments and track check numbers
Year-End Made Easy
When tax time comes, BizBooks Pro has you covered:
- Filter vendors by 1099 status
- See total payments per vendor for the year
- Export 1099 data for filing
- Track contractor payments separately from regular vendors
Attach Source Documents to Any Vendor
Upload or scan a paper receipt and BizBooks Pro links it to the right supplier automatically. Open any vendor profile and switch to the Documents tab to see every scanned receipt and invoice in one place, complete with file previews, extracted amounts, and status indicators.
- One-Click Vendor Assignment: During receipt review, pick a supplier from a dropdown or add a new one without leaving the screen
- Vendor Document Gallery: A visual grid of all scanned files tied to a supplier, sortable by date and type
- Source File on Bills: Every bill generated from a scan retains a direct link to the original image or PDF
- Paperclip Indicator: Expense transactions originating from a scan display a quick-access icon to the source document in the register
- Click-to-Open Vendor Names: Tap any vendor name in your supplier list to navigate directly to their activity and document history
Stop Re-Coding the Same Supplier Every Month
By default, the scanner decides an expense account from whatever wording it finds on the page. That is sensible for a supplier you use once. For the ones you buy from constantly it is guesswork you have already done, and it is the reason a single supplier can drift across two or three accounts over a year. Assigning that supplier a default account removes the guess entirely.
- A single field on the supplier record: Edit any vendor and you'll find a Default Expense Account picker, populated with your own expense and cost-of-goods accounts.
- Applied on every scan: Once Riverside Lumber points at Materials & Supplies, each invoice you scan from them books to Materials & Supplies — regardless of how the invoice happens to describe the goods.
- Built for repeat-supplier businesses: Construction crews, workshops, fleet and marine operators, kitchens — anywhere a short list of suppliers accounts for most of the paperwork. Month-over-month expense comparisons stop wobbling.
- Entirely optional, vendor by vendor: Suppliers you leave unassigned behave exactly as they do today. The field starts empty for everyone, and nothing shifts until you fill it in.