Managing your vendors

Import Bill Pay vendors in bulk from a CSV, search and sort your vendors, start a bill or edit a vendor from the list and review the cards linked to each vendor

Add vendors one at a time (see Getting Started with Bill Pay) or many at once with a CSV file. Then use Vendors in the Dashboard to find them, act on them and review the cards linked to them.

Import vendors in bulk

Use Import vendors to add up to 500 vendors from one CSV file. Each row creates one vendor, the same as adding a single vendor. Vendors that already exist are skipped, never changed.

You need the Add vendors permission. See How to manage permissions.

1. In Vendors, click Add vendor and select Bulk import (CSV)
2. Click Download Excel template or Download CSV template
3. Open the template in Excel or Google Sheets and format the Routing number and Account number columns as Text before you paste. Otherwise the spreadsheet drops leading zeros and may show numbers like 1.23E+11
4. Add one vendor per row, using the columns below, and save as CSV
5. Click Upload or drag and drop the file into the window
6. Check the vendors listed from your file. Rows that match an existing vendor show Already exists, will be skipped
7. Click Import vendors and stay on the page until the import finishes

Template columns

Column	Required	Notes
Vendor name	Yes	Must match exactly what you want in PEX. Rows that match an existing vendor are skipped
Payment methods	Yes	Vendor Card, ACH or Non-PEX — separate more than one with a semicolon, e.g. ACH;Vendor Card
Email for remittance	No	Used for Vendor Card and ACH rows. Leave it blank to use the contact email
Contact email	Yes
Bank name	For ACH
Routing number	For ACH	Format the column as Text to keep leading zeros
Account number	For ACH	Format the column as Text to keep leading zeros
Address line 1	Yes
Address line 2	No
City	Yes
State	Yes
Postal code	Yes
Contact first name	No
Contact last name	No
Contact phone	No
Website	No
Tax ID	No
Custom ID	No

The template’s example row is skipped, so you can leave it in or delete it.

After the import

When the import finishes, you’ll see how many vendors were created, skipped and failed, with a status and message on each row. Click Download results CSV to keep a copy or fix the file, or click Retry failed rows to try the failed vendors again.

If the file itself has errors, such as a missing required field, we’ll list them before anything is imported so you can fix the file and upload it again.

Find a vendor

Search by name from the Active or All tab. Search covers your whole vendor list, not just the page you’re looking at. Select the Vendor column header to sort A to Z, and select it again to reverse it.

Each row shows the payment types the vendor accepts and the last four digits of its default card, so you can see how a vendor gets paid without opening them.

Act on a vendor from the list

Three icons sit at the end of each row:

• The card icon opens the transactions on that vendor’s default card
• The bill icon starts a new bill for that vendor
• The pencil icon opens the vendor for editing

The card icon needs the View transactions & reports permission; the bill and pencil icons need Manage bills & vendors. See How to manage permissions. If a vendor has no default card, the card icon tells you so rather than taking you nowhere.

Vendor card details

Open a vendor to see every card linked to them. Each card row shows its Custom ID, group, expiration date, spending ruleset and balance for Prepaid or spend limit and available for Credit — alongside the last four digits, the default-card marker and status.

If you reconcile your reports by Custom ID, you can edit it here. That needs the Manage cardholder accounts permission, and we’ll send you a Secure Access Code to confirm the change.

To order a new card for a vendor, see How to Create Vendor Cards.

Bills tab

The Bills tab on a vendor’s details page lists that vendor’s bills, including the Payment method column — ACH, Virtual Card or Paid outside PEX. See Bill Pay: Create & Send a Bill Payment.