Help Article
Core Workflows
Suppliers
Supplier management, contacts, accounting mapping, and cost linkage
3 min read
Updated August 28, 2026
Supplier Management
Suppliers are external vendors you purchase goods or services from. They link to costs, purchase orders, and accounting bills.
Key Features
| Feature | Description |
|---|---|
| Supplier Profiles | Name, email, phone, default tax rate, expense account |
| Accounting Mapping | Link to Xero contacts or QuickBooks vendors for bill export |
| Status Tracking | Active, Lapsed (auto-set after 13 months of inactivity) |
| Last Used Tracking | Automatically updated when costs reference the supplier |
| Review Flags | Auto-computed warnings for missing mappings, inactive suppliers, missing tax rates |
Supplier Contacts
Each supplier can have multiple contacts for different purposes (billing, delivery, technical).
Cost & PO Linkage
- Cost templates can specify a default supplier
- Cost instances link to a supplier for bill creation
- Purchase orders are created per-supplier with grouped cost lines
- Bills generated from receipted POs carry the supplier mapping for accounting export
Review Reasons
Suppliers are automatically flagged for review when:
- Missing accounting mapping (Xero/QuickBooks contact not linked)
- Inactive for 6+ months
- Never used (created over 30 days ago)
- Missing default tax rate