Get supplier information before the first bill
Send suppliers a link to submit their information, tax forms and banking details themselves. Review and approve everything in one place, before their first bill arrives.
Each supplier's terms, documents, banking details and payment history live on one record in Smartbills.
One supplier record for the whole company
Legal name, trading name, tax number, addresses, contacts, payment terms, preferred status and banking details all sit on the supplier record. When a supplier's terms change you update them once, and every order, invoice and payment after that uses the new terms.
- Terms, preferred status and category held on every supplier
- Duplicate detection on name, tax number and banking details
- The same record used by orders, invoices and payments
Supplier documents, easy to find
Insurance certificates, tax registration forms, signed master agreements and anything else your industry asks for are filed in the supplier's own folder. The next audit request doesn't start with an inbox search.
- A managed folder for every supplier
- Certificates, tax forms and agreements stored with the supplier
- Every document filed where the next person will look for it
Every bill on the vendor record
See every bill and receipt from a supplier in one place, with its amount, status and payment history. Compare bills across months and know exactly what's been paid and what's still outstanding.
How vendor management works
Suppliers fill in their record
One onboarding link collects legal details, tax forms, banking and certificates from the people who actually have them.
Finance approves once
The record is approved before any purchase order or payment, which is where duplicates get caught.
Everything uses that record
Purchase orders take its terms, invoices are matched to it and payments use its banking details. No one enters a supplier twice.
One place per supplier
Certificates, agreements and every bill are filed on the supplier's record, the first place to look when a question comes up.
Keep exploring
See all products- ProductAccounts payableAccounts payable automation that reads each supplier invoice, codes it and matches it to the purchase order before anyone is asked to approve payment.
- ProductBill payComing soon: release approved supplier payments in scheduled runs from Smartbills, with the person who approves a bill kept apart from the one who pays it.
FAQ
Frequently asked questions
What people ask us before they sign up.
Vendor management software keeps one authoritative record for each supplier and lets the rest of your finance work read from it. That record holds legal and tax details, payment terms, banking information, required documents and the supplier's full bill history. In Smartbills, AP codes and matches bills against it, approvals are routed using it, and Bill Pay will use it to know how each supplier gets paid.
Yes, and that's how we expect most teams to use it. When suppliers enter their own banking details and upload their own tax form, you skip the step where a clerk retypes a PDF from an email, which is exactly the step most supplier-fraud attempts target. It's quicker for everyone as well.
Smartbills flags likely duplicates by name, tax number and banking details so you can merge them, then blocks new ones at entry. Merging keeps the history of both records. Spend you've already recorded against either one isn't lost.
Yes. Suppliers sync with QuickBooks, Xero and NetSuite. The payee list in your ledger and the supplier list in Smartbills are the same list. You decide once which system wins for each field.
Yes. You can block a supplier from receiving orders or payments until the documents you require are on file, which stops anyone from being paid before their tax form or insurance certificate has been collected.
Yes. Plenty of teams start with it to get supplier information out of a spreadsheet and certificates out of an inbox, then add accounts payable automation once their supplier records are clean.
Check that each supplier has one record holding terms, tax forms, insurance and banking details, that suppliers can keep their own details current, that documents can be required before a supplier is paid, and that the record syncs with your accounting system. Those are the points that stop AP from paying the wrong supplier or the wrong account.
Get started
Get your suppliers out of the spreadsheet.
Give each supplier one record that holds everything deciding what you owe them.