# Managing vendors Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support/managing-vendors --- ## Overview You can catalog vendors in your Brex account if you intend to send or receive funds from them. Account or card admins, AP clerks, Bookkeepers and any other users with the [specific product capability](https://www.brex.com/custom-roles) can create and manage vendor information right from the Brex dashboard. The _Vendors_ tab will provide a table of all the stored vendors in your account. If made a Vendor owner, employees can view vendors they own. By saving a vendor to your account, we’ll store details about them such as their company name, bank details, and tax information. ## Adding a single vendor ### In the dashboard **Step 1:** Under _Vendors_ in your Brex dashboard, click _Add vendor._ **Step 2:** Enter the vendor name, email address, contact name, website, and phone number (everything except vendor name is optional), and click _Create_. If you’re using NetSuite or QuickBooks Online and have [enabled bills to sync](https://www.brex.com/syncing-bill-pay), suggestions will populate from your ERP, linking the vendor records. Changes to the vendor information in Brex, however, won’t be reflected in your ERP. You can see the connected vendor in your ERP by clicking on the vendor and viewing vendor details. If you create a vendor that does not exist in your ERP, we'll create the vendor in your ERP when the first bill for that vendor is synced. QuickBooks Online users can sync new vendors immediately. Learn more in this [help article](https://www.brex.com/syncing-bill-pay). **Step 3: **To include your vendor’s tax information, click _Edit_.** **Either request that your vendor provide their tax information through a secure link by clicking _Request information_ at the bottom of the detail pane, or upload a W-9 to capture details such as business type, TIN, TIN validation, 1099 eligibility, and address. **Step 4:** To enter your vendor’s payment information, click _Add_ and select the payment type. Either request that your vendor provide their payment method through a secure link by clicking _Request information_ at the bottom of the detail pane, or manually enter your vendor’s preferred payment method information. Click _Continue_. Your vendor can pay via ACH transfer, check, domestic wire, international wire, or local transfer. If you prefer not to request/enter payment information, click _Skip_. **Step 5: **Add Vendor owners (optional). ### In the app **Step 1:** Under _Accounts_, select _Send ACH payment._ **Step 2: **Select the payment method, the Checking account you’d like to send the payment from, and tap _Add new recipient._ **Step 3:** Enter the vendor’s information — their name, routing number, and account number — and tap _Add recipient_ at the bottom. **Step 4: **Confirm what type of bank account you’ve added (business checking, business savings, etc). **Step 5:** Press _Select_ to add the new vendor. ## Requesting vendor information If preferred, you can request that the vendor fill out the required details directly from your dashboard. After you’ve saved their basic company details in your _Vendors _tab, click on their name to open the details window and click _Request information_ on the bottom left_. _This will send an email to the email address that you saved for your vendor. When they click the secure link, it will take your vendor to a temporary portal where they can fill in their primary payment and tax information on your behalf. As soon as they do so, your dashboard will be automatically updated. This information is securely stored within our system, ensuring the privacy of your vendor’s data. We only reference the data internally to help keep your account safe. If your vendor has questions, please reference this [help article](https://www.brex.com/vendor-support). ## Adding multiple vendors If you have multiple vendors, you can save time by using our bulk upload tool in your Brex dashboard. This option is not available in the app. **Step 1: **Under _Vendors_, click _Add vendors_ via CSV. **Step 2: **Download the CSV template, replace sample data, and fill in your vendors’ information. Upload the file and click _Next_. **Note: **If your vendor list doesn’t match the template or certain fields are missing, you’ll receive an error message inviting you to return to Step 2. We require a name for each vendor. **Step 3: **Review your vendor details, select all the ones you are ready to import, and click _Import_ _vendors_ to add them to your Brex account. **Note:** If any fields contain invalid or duplicate data, you can see those noted in the _Unable to import_ tab. Click _Go back_ to re-upload a CSV with updated details or click _Import vendors_ to continue (you can always add and edit vendors later). To resolve duplicate data, the vendor name must be unique. ## Download vendors You can click _Download _at the top right of the table to export your vendor information to a CSV that contains all visible fields. ## Sync vendor data Keep vendor details (Email, Website, Phone, 1099 eligibility, Tax information address) consistent across Brex and QuickBooks Online with real-time, bidirectional updates and one-to-one linking to ensure data integrity. After a Brex vendor is linked to a QuickBooks Online vendor, changes to supported vendor fields in either system sync between Brex and QuickBooks Online. Before you can sync vendor details with QuickBooks Online, make sure the vendor exists in Brex. You can create vendors following the section “Adding multiple vendors” above. **Note:** Importing or creating Brex vendors from QuickBooks Online automatically isn’t currently supported To enable this feature, follow the steps below: **Step 1: **Under the _Vendors _tab, click _Manage QuickBooks settings_ **Step 2: **Toggle on _Sync vendors from QuickBooks_ **Step 3:** Configure timing when Brex vendors are initially synced - Export vendors on creation - Export vendors on bill sync **Note:** Brex enforces a one-to-one vendor link with QuickBooks Online. If a match exists, you’ll be prompted to link instead of creating a new vendor. You can relink a vendor at any time from Vendors by selecting the vendor and choosing _Link to existing QuickBooks Online vendor_. ## Managing vendors Once your vendors are created, they will be stored on the _Vendors_ page. Selecting a vendor from the list will give account admins and any other users with the [specific product capability](https://www.brex.com/custom-roles) the option to edit details, delete, request payment details and/or tax information, or send a payment. See all activity in the vendor audit trail. ### Add filter Customize the Vendors table using the _dropdown_ to view **All** or **1099-eligible** vendors. You can also select +_add filters_ for **1099 eligibility, Business type, W-9, Tax information, **and** Vendor owner**. ### Vendor owners and reviews Vendor reviews provide you with the tools to continuously monitor and manage your vendor relationships. A centralized dashboard allows you to easily review vendor spend, identify trends, and access detailed information. Account or card admins, AP clerks, bookkeepers, and any other users with the [specific product capability](https://www.brex.com/custom-roles) can add any employee as a vendor owner. Vendors and their associated bills can be viewed by their vendor owners, who also serve as internal contacts. They can be responsible for onboarding, documentation, and ongoing monitoring to keep your vendor list clean. To assign a vendor owner, go to the Vendors page in your Brex dashboard, select the vendor, and click _Edit Vendor._ As part of the [Policy Rule Builder](https://www.brex.com/policy-rule-builder), vendor owners can be added as a bill approver in your policy in order to have them review bills and ensure they’re valid before your AP team reviews and approves them. ### Vendor tax management Tax management simplifies tax season and ensures year-round compliance by integrating tax form collection and data management directly into the vendor onboarding process. By keeping tax and payment information securely in one place, you reduce the risk of penalties and ensure accurate reporting. This includes: - **W-9 upload**: Collect and store vendor W-9 forms as part of onboarding to create a complete and auditable record of tax documentation and prevent delays in payment processing. To upload a W-9, go to _Vendors > Add vendor_ in the dashboard. Under Tax information, upload the vendor’s W-9 form or email your vendor a link to a secure portal to provide W-9 tax information themselves. - Note: Vendors may not always be familiar with W-9 requirements. Always confirm that the provided data is valid. - **1099 eligibility**: To prepare for accurate reporting, mark vendors as 1099 eligible. To mark eligibility, go to _Vendors_ in the dashboard. From a vendor’s profile, open the Tax information section > toggle the 1099 eligible field - Note: If a vendor is marked incorrectly, it can cause reporting discrepancies in your 1099 export. - **1099 download**: Export 1099-eligible vendor data at year-end for filing and compliance. To export, go to _Vendors_ in the dashboard, select _1099 eligible _in the dropdown at the top left of the table, and then select download. ### Vendor details | Field name | Required | Description | Additional information | Example | | --- | --- | --- | --- | --- | | Vendor name | Yes | Name of the vendor | **Must be unique** and cannot contain accented letters | Acme Studios | | Email address | No | Vendor email to contact regarding payments | | example@mail.com | | Phone number | No | Vendor phone number to contact regarding payments | **Must be in E.164 format: **No dashes or parentheses, and must include a "+" at the beginning | USA: +13231508396 China: +861085117777 | | Website | No | Website for vendor | | brex.com | | Vendor owner | No | Can view vendors they own | | Procurement manager | ### ACH details | Field name | Required? | Description | Accepted values | Additional information | Example | | --- | --- | --- | --- | --- | --- | | ACH: Business or personal | | ACH payment account class | BUSINESS/PERSONAL | Will default to BUSINESS if not provided | BUSINESS | | ACH: Account number | | ACH account number | N/A | | 12345678 | | ACH: Checking or savings | | ACH payment account type | CHECKING/SAVINGS | Will default to CHECKING if not provided | CHECKING | | ACH: Routing number | | ACH routing number | N/A | | 121122676 | ### Domestic wire details | Field name | Required? | Description | Accepted values | Additional information | Example | | --- | --- | --- | --- | --- | --- | | Domestic wire: Account number | | Domestic wire account number | N/A | | 0932840293 | | Domestic wire: Routing number | | Domestic wire routing number | N/A | | 026009593 | | Domestic wire: Address 1 | | Domestic wire recipient's address | N/A | Must be a USPS deliverable address | 200 Park Avenue | | Domestic wire: Address 2 | | Domestic wire recipient's address | N/A | | Suite 200 | | Domestic wire: City | | Domestic wire recipient's city | N/A | | New York | | Domestic wire: State | | Domestic wire recipient's state | N/A | | NY | | Domestic wire: Country | | Domestic wire recipient's country | US | Domestic wire payments can **only** be sent to the US and must be formatted as such | US | | Domestic wire: Zip | | Domestic wire recipient's zip code | N/A | | 10166 | ### Check details | Field name | Required? | Description | Accepted values | Additional information | Example | | --- | --- | --- | --- | --- | --- | | Check: Address 1 | | Check recipient's address | N/A | Must be a USPS deliverable address | 1201 Market St. | | Check: Address 2 | | Check recipient's address | N/A | | Suite 500 | | Check: City | | Check recipient's city | N/A | | San Francisco | | Check: State | | Check recipient's state | N/A | | CA | | Check: Country | | Check recipient's country | US | Check payments can **only** be sent within the US and must be formatted as such | US | | Check: Zip | | Check recipient's zip code | N/A | | 94103 | ### International wire details | Field name | Required? | Description | Accepted values | Additional information | Example | | --- | --- | --- | --- | --- | --- | | International wire: IBAN | | International wire recipient’s International Bank Account Number (IBAN) | N/A | | BE68539007547034 | | International wire: Swift code | | International wire recipient’s SWIFT code, also known as a Bank Identifier Code (BIC) | N/A | | EBATBEBBXXX | | International wire: Address | | Check recipient's address | N/A | | 456 Side St. | | International wire: City | | Check recipient's city | N/A | | Brussels | | International wire: Country | | Check recipient's country | Must be formatted as a two-letter (alpha-2) country code | BE | | International wire: Zip | | Check recipient's zip code | N/A | | 1000 | ## Automatically creating vendors for card transactions Account admins, card admins, bookkeepers, and any other users with the specific product capability can choose to have Brex automatically create a vendor in your connected ERP or accounting software when you export a Brex card transaction, and no matching vendor already exists. This can reduce manual work for new merchants and help you successfully export transactions without having to create the vendor first. Automatic vendor creation adds the vendor to your connected ERP or accounting software for export purposes only. It doesn’t automatically create or sync that vendor back to Brex. **Note:** If this feature isn’t enabled and no matching vendor exists in your connected ERP or accounting software, the card transaction export may fail. When this feature is enabled: - If you manually select a vendor, Brex uses that vendor for the export. - If you don’t manually select a vendor, Brex checks whether the merchant is already mapped to a vendor and uses that existing mapping. - If no mapping exists, Brex uses the card merchant name to search for a matching vendor in your ERP or accounting software. - If a match is found, Brex uses that vendor record. - If no match is found, Brex may create a new vendor with the same name, based on your automatic vendor creation settings. To prevent duplicate records, Brex uses safeguards so the same vendor isn’t created multiple times for the same transaction flow. **Note:** This feature is available to NetSuite, Sage Intacct, Xero, and QuickBooks Online. ### Enabling automatic vendor creation **Step 1:** Go to _the Accounting Dashboard_ >_ Accounting software settings > Sync settings_. **Step 2:** Turn the toggle on for _'Vendor auto-creation’_. **Step 3:** Brex will name the newly created vendors in your ERP or Accounting software. You may see options such as: - Exact merchant name - Merchant name with Brex suffix **Step 4:** If available for your accounting software, choose fallback behavior for exports that require a vendor. For example, you may be able to use a default vendor if a new vendor can’t be created at export. **Note:** Existing merchant-to-vendor mappings are preserved and aren’t replaced by automatically created vendors.