Features
Keep one record per supplier with contact details, address, tax ID and business profile. Give any vendor a read-only login to see the bills, purchase orders, vendor credits and payments you have recorded against them.
What is inside
A vendor record is the picker behind every bill, purchase order, vendor credit and payment made. If you switch it on, it is also a read-only login that lets the supplier check those same documents without emailing you for a copy.
Only the name is required
A vendor record holds contact details, an address, a tax ID and the business profiles the supplier belongs to. Only the name is required, plus an email when you give the supplier portal access. Adding and editing happen in a quick slide-in panel, opened straight from the supplier's name.
Search it, filter by business profile, sort on the Name and Email columns, and switch between list and grid. Invoice Crowd remembers that choice for your next visit. The toolbar adds a supplier, opens the import tool for CSV, XLS and XLSX files, and exports your vendors to a file. Each row carries its own edit and delete actions.
One record, every document
One vendor record feeds every purchase document. Record a bill against a vendor, raise a purchase order or issue a vendor credit and the picker lists your active suppliers for the current business profile, so a supplier you deleted stops appearing on new documents. The same list drives the vendor filter on those screens, and Payments Made records a payment against a chosen vendor's bills.
Deleting a supplier removes it from the vendor list, pickers and filters, while every bill, purchase order, vendor credit and payment keeps the supplier's name exactly as filed. If the supplier still has unpaid bills or unapplied credits, Invoice Crowd lists them so you can settle them first.
Read-only, by invitation
Pick at least one portal business profile and turn on one or more of four permissions: Bills, Purchase Orders, Payments Made and Vendor Credits. Invoice Crowd emails the supplier an Accept Invitation link that stays valid for one year. You can also switch the portal on later for a supplier you saved earlier, and the invitation goes out when you save; a pending invitation can be sent again with Resend Invitation.
Every vendor gets a Dashboard, and each switch you turn on adds exactly one menu item beside it. The dashboard shows a card for each area you allowed (bills, outstanding balance, purchase orders shared, payments recorded and vendor credit balance) and a list of recent documents to preview or download.
Built in
What each permission switch puts in front of your supplier, what the export contains, and the details that make the portal easy to run.
Switch Bills on and your supplier sees bill number, status, total and bill date, with View and Download PDF on each row.
PO number, status, total and order date, with Preview and Download on each row, and Approve & Sign on the order's link.
Payment number, reference, bill number, mode, date, amount and unused amount, as a clear payment history.
The Vendor Credits switch adds a Vendor Credits list showing credit number, status, total and credit date, with Preview and Download on each row.
The invitation attaches to the address your vendor signs in with, so only the right person can accept it.
Each vendor login opens on the first portal business profile you selected, showing only that business's records.
The Payments Made tab opens on the financial year set on your business profile, and the vendor can switch it to the previous financial year or to all time.
The toolbar downloads vendors-collection.csv with every active vendor in the business profile you are working in, whatever the search on screen.
Vendors sort lists, set the page size, filter payments by period, and preview or download any document.
Vendors see the payments you've recorded to them, without emailing you for remittance details.
A vendor that shares a name, email or tax ID with another active vendor still saves, then shows a possible-duplicate warning so you can check the list.
The vendor form keeps phone and account number fields, and each supplier shows with clear initials.
Questions
Yes, vendor records are included on every Invoice Crowd plan, including the free plan. The bills, purchase orders, expenses, payments made and vendor credits that use them are included on paid plans, and the vendor portal is switched on from the same vendor form at no extra cost.
Open the vendor form, select at least one portal business profile, and switch on the permissions you want that supplier to have: Bills, Purchase Orders, Payments Made or Vendor Credits. Saving a new vendor with permissions granted emails them an Accept Invitation link valid for one year, and their Portal status changes to Pending, then to Accepted once they create their login. You can do the same later for a supplier you saved earlier: the invitation is sent when you save, and a pending one can be sent again with Resend Invitation.
They stay exactly as filed. Bills, purchase orders, vendor credits and payments keep the supplier's name and remain readable and printable, while the supplier leaves the vendor list, pickers and filters. If the vendor still has unpaid bills or unapplied credits, Invoice Crowd lists them so you can pay, apply or close them first.
Yes. The Export to CSV action on the vendors toolbar downloads a file named vendors-collection.csv. It contains the active vendors of the business profile you are working in; deleted suppliers are left out. For bringing suppliers in, the vendors toolbar opens Invoice Crowd's import tool, which accepts CSV, XLS and XLSX files.
Add a supplier with a name and an email, switch on the tabs you want them to see, and they get a login showing the bills, purchase orders, vendor credits and payments you have recorded against them.
