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Features

Vendor management software with a vendor portal built in

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.

Try Invoice Crowd See pricing
  • One record per supplier
  • Read-only portal, by invitation
  • Feeds bills, POs and payments
The Vendors screen in Invoice Crowd with vendor counts, each supplier's address, email, tax ID and portal status, and a vendor record with its portal access

What is inside

One supplier record, and a window your vendor can look through

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.

Setting them up

Only the name is required

The Add Vendor panel in Invoice Crowd with name, email, phone, account number, business profile, address and tax ID filled in for a supplier

One record per supplier

A vendor record holds contact details, an address, a tax ID and the business profiles the supplier belongs to. Only the name is required, and the email becomes required when you give the supplier portal access; Invoice Crowd checks both in the form and again on save. Everything else is optional. Adding and editing both happen in a slide-in side panel, and clicking a supplier's name opens that same panel rather than a separate detail page.

  • Business profile is a multi-select, defaulting to your current one
  • Address, city, state, country and zip, all optional
  • Tax ID gets its own column on the vendor list
The Invoice Crowd vendor list with Total Vendors, Active Portal Users, Tax IDs Configured and New This Month, and each supplier's address, tax ID and portal status

The vendor list is where you work

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.

  • Ten rows a page, sorted by name
  • Four stat cards sit above the table
  • Columns for address, email, profile, tax ID and portal status

Using them on purchases

One record, every document

One vendor, Tidewater Paper Mill, picked on an Invoice Crowd vendor credit, with the bill, purchase order, vendor credit and payment recorded against it

The same supplier on every purchase 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.

  • Bills, purchase orders, vendor credits and payments made
  • An item in your catalogue can store a preferred vendor
  • Deleted suppliers drop out of every picker and filter
Deleting a vendor in Invoice Crowd: the confirmation prompt, and an earlier bill that keeps the supplier's name

Deleting a supplier hides the record

Deleting drops a supplier out of the vendor list, out of every picker and out of every filter dropdown, but nothing is wiped. Invoice Crowd refuses the delete while the supplier still has unpaid bills or unapplied vendor credits, and names them so you can settle them first; the bills, purchase orders, vendor credits and payments you recorded keep the supplier's name on them exactly as filed. There is no undo on the vendors screen, so treat a deletion as final.

  • Old documents keep the supplier's name on them
  • Unpaid bills or unapplied credits block the delete
  • Deleted suppliers leave the CSV export too

Handing them a login

Read-only, by invitation

Vendor Portal Access in the Invoice Crowd vendor form, switched on with an allowed business profile and Bills, Purchase Orders and Payments Made permissions

Switch the portal on as you add the supplier

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.

  • The Portal column reads Not Invited, Pending or Accepted
  • Turn a switch off and that tab disappears
  • Typing a hidden tab's address redirects the vendor away
The Invoice Crowd vendor portal dashboard cards for bills, outstanding balance, purchase orders, payments made and vendor credits

A dashboard, and only what you allowed

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.

  • Read-only: view a document and download its PDF
  • Every saved bill shows; orders and credits once sent
  • Periods run from this month to a custom date range

Built in

The rest of the vendor screen

What each permission switch puts in front of your supplier, what the export actually contains, and the edges worth knowing first. Invoice Crowd handles vendor records, vendor documents and vendor self-service; it is not a procurement suite, so there are no requisitions, approval chains, spend limits, scorecards or contract tracking here.

  • Bills tab

    Switch Bills on and your supplier sees bill number, status, total and bill date, with View and Download PDF on each row. Page sizes run 10 to 100.

  • Purchase orders tab

    PO number, status, total and order date, with Preview and Download on each row, and Approve & Sign on the order's link.

  • Payments made tab

    Payment number, reference, bill number, mode, date, amount and unused amount. This tab carries no row actions at all, not even a download.

  • Vendor credits tab

    The Vendor Credits switch adds a Vendor Credits list showing credit number, status, total and credit date, with Preview and Download on each row.

  • Invitations bind to email

    The invitation attaches to the address your vendor signs in with and is used up at that point, so a forwarded link cannot be claimed.

  • One profile per login

    A vendor login is fixed to the first portal business profile you selected, and there is no profile switcher inside the portal.

  • Period filter on payments

    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.

  • Export to CSV

    The toolbar downloads vendors-collection.csv with every active vendor in the business profile you are working in, whatever the search on screen.

  • No portal search

    Vendors get no search box, no CSV export and no bulk actions. Sorting, page size, the payments Period filter, Preview and Download are their only controls.

  • No pay step

    Online payment belongs to the customer-facing portal. Payments Made here is a read-only history, and a vendor cannot upload a document either.

  • Possible-duplicate warning

    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.

  • No vendor logo

    The vendor form has phone and account number fields but no logo or avatar upload, so suppliers show as initials.

Questions

Vendor Management, answered

Is vendor management free in Invoice Crowd?

Yes, vendor records work on every Invoice Crowd plan, including the free plan. The bills, purchase orders, expenses, payments made and vendor credits that use them need a paid plan, and the vendor portal is switched on from the same vendor form rather than bought separately. Check the pricing page for the up-to-date plan details.

How do you invite a supplier to the Invoice Crowd vendor portal?

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.

Can a vendor pay a bill or upload an invoice through the vendor portal?

No. Every page in the Invoice Crowd vendor portal is read-only. A vendor can open a bill, purchase order or vendor credit, view it and download the PDF, and read a history of payments you have already recorded to them. There is no payment step, no upload box and no create or edit action anywhere in the portal, so a vendor cannot alter a single figure or send you a document through it. The one action a vendor can take is Approve & Sign on a purchase order.

Can a vendor see documents from more than one of my business profiles?

No. A vendor portal login is fixed to one business profile, the first of the portal business profiles you selected for that supplier, from the moment they accept the invitation, and there is no business profile switcher inside the portal. Every dashboard total and document list is scoped to that profile and to that vendor's own records, so a supplier who works with two of your business profiles sees only the one their login is attached to.

Does deleting a vendor delete their bills and purchase orders?

No. Deleting a vendor in Invoice Crowd hides the record rather than erasing it, and it is refused while the vendor still has unpaid bills or unapplied vendor credits, which are listed so you can pay, apply or close them first. The supplier disappears from the vendor list, from vendor pickers and from filter dropdowns, but bills, purchase orders, vendor credits and payments already recorded keep the supplier's name on them and stay readable and printable. There is no undo control on the vendors screen once you have deleted a supplier.

Can I export my vendor list from Invoice Crowd?

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.

Give your suppliers a read-only copy of their own

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.

  • No card required to start
  • Your data stays yours
  • Cancel anytime
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