Vendors
Manage the vendor records linked to your invoices and receipts.
Vendors
Member+A vendor is the business that issued an invoice or receipt. Inbox Ledger creates a vendor record the first time that name appears in an extracted document, then links every later document from the same supplier to that one record.
What a vendor record holds
Each vendor stores:
- Name, the display name you see across the app.
- VAT ID, the VAT or tax number for EU and UK billing.
- Email, when the AI finds a contact address on the document.
- Phone, when one is present.
- Address, the vendor's billing address.
Behind the scenes, the app also keeps a normalized form of the name (lowercased, with extra spaces collapsed) to match documents to the right vendor. You do not edit that field; it updates itself when you rename a vendor.
How vendors get created
When the AI extracts a document, it normalizes the vendor name and looks for a match among your existing vendors. A match links the document to that vendor. No match creates a new vendor.
Because the link is by record, not by name, renaming a vendor is safe. Every linked invoice and receipt follows the new name.
Manage your vendors
Open Vendors in the sidebar to see every vendor in your organization.
From this page you can:
- Search by name, email, or VAT ID.
- Sort by Name or Updated.
- Edit or delete a single vendor (member role and above).
- Add a vendor by hand with Add Vendor, which is handy when you want a record ready before the first invoice lands.
Merge duplicate vendors
Sometimes the AI ends up with two records for one supplier, such as Amazon and Amazon.com.
Pick the one you want to keep and move the documents onto it.
Open a document on the duplicate
Find any invoice or receipt linked to the record you want to drop.
Change its vendor
On the document detail view, click Change vendor and choose the record you are keeping.
Delete the empty duplicate
Once nothing is linked to it, delete the duplicate from the Vendors page.
A vendor cannot be deleted while documents are still linked to it. Move those documents first, then delete. An alias-and-merge workflow is planned for a later release; for now, the Change vendor action is the cleanest path.
Tag or rename a vendor automatically
An AI rule can act on the extracted vendor name.
Match on the Vendor name field (the extracted.vendor_name path in the after phase) to add a tag, set a cleaner name, or mark the document as a subscription.
The AI rule examples page has a vendor-cleanup recipe you can copy.
Related
AI rules
Automate based on the vendor name.
Tags
Label invoices by vendor or anything else.
Detail view
Change the vendor on a single document.
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