Skip to main content

Managing Vendors

This guide explains what vendors are in Fiskl and how to create and manage them for accurate expense tracking and accounting transactions.

What Are Vendors?​

Vendors are the businesses or individuals you pay for goods or services — for example, a utility company, a supplier, or a contractor. Selecting the same vendor each time you record a bill keeps your financial records consistent and accurate.

Creating Vendors​

You can create a vendor in three ways:

  • While recording an expense
  • While recording an accounting transaction
  • Directly from the Vendors list

Create a Vendor While Recording an Expense​

When you record an expense, the vendor field is required. You can select an existing vendor or create a new one directly from the vendor field.

Create a Vendor While Recording an Accounting Transaction​

When you record an accounting transaction expense, select an existing vendor or create a new one from the vendor field.

Create a Vendor from the Vendors List​

To create a vendor directly from your vendor list:

  1. In the left sidebar, select Clients & Vendors and then select the Vendors tab.
  2. Select New Vendor.
  3. Enter the vendor name. Optionally, add contact information or notes about the vendor.
  4. Select Save.

Managing Your Vendor List​

The Vendors list displays all your vendors in one location. From this list, you can view, edit, and archive vendors as your business needs change.

info

When you remove a vendor that has associated expenses or accounting transactions, Fiskl archives it rather than deleting it. You can reinstate an archived vendor at any time. Fiskl only permanently deletes vendors with no transactions.

Best Practices​

Follow these practices to keep your vendor list organised and accurate:

  • Use consistent naming conventions to avoid duplicate vendor entries.
  • Create vendors as you encounter them during normal business operations.
  • Review your vendor list periodically to keep information current.
  • Use the notes field to record important details about the vendor or your business relationship.

An organised vendor list contributes to accurate expense tracking and smoother accounting processes.

Common Issues​

A vendor appears more than once in my list

Duplicate vendors are usually caused by inconsistent naming. For example, "BT" and "British Telecom" would appear as separate vendors.

To fix this:

  1. Identify the duplicate entries in your Vendors list.
  2. Update any expenses or transactions linked to the duplicate to use your preferred vendor name.
  3. Archive the duplicate vendor.

Going forward, use a consistent name each time you create or select a vendor.

I cannot delete a vendor

Vendors linked to at least one expense or accounting transaction cannot be permanently deleted. Fiskl archives them instead. You can reinstate an archived vendor at any time if you need to use it again.

If you no longer need the vendor, archiving is the correct action. Fiskl only permanently deletes vendors with no transactions.

  • Clients — Create and manage the clients you invoice for goods or services.
  • Expenses overview — Understand how to record and categorise your business expenses.
  • Traditional expenses — Record expenses manually and assign them to vendors.
  • Accounting overview — Learn how Fiskl handles accounting transactions and ledger entries.