Use the Vendors page to create and manage vendor records, review payment details and compliance documents, and view transactions associated with each vendor.
If your company is connected to QuickBooks, vendors can sync into Adaptive automatically. You can also create and update vendors directly in Adaptive when your permissions allow it.
1. Open the Vendors Page
To access your vendor list:
Go to Vendors from the left navigation.
Review the vendor table.
The vendor table can show details such as:
Vendor name
Vendor type
Email
Phone
Unpaid bills ($)
Average transaction ($)
Document status
ACH status
Sync status
1099 eligible
Note: The columns you see may depend on your table settings and permissions.
2. Create a New Vendor
To create a vendor:
Click New vendor.
Enter the vendor details.
Click Save.
Vendor details can include:
Vendor name
Email
Phone
Address 1
Address 2
City
State
ZIP
Default payment terms (days)
Default transaction type
Vendor type
Vendor codes
The Default transaction type can be set to Bills, Receipts, or None. This helps Adaptive classify uploaded or emailed documents from that vendor.
Vendor codes limit which cost codes or accounts can be used on transactions for that vendor. New vendor codes can also be added automatically when they are used on bills, receipts, or purchase orders for the vendor.
3. Open and Edit a Vendor Profile
To view or edit a vendor:
Open Vendors.
Click the vendor you want to review.
The vendor profile includes these tabs:
Basic information
Payment details
Documents
Transactions
Use Basic information to manage the vendor’s name, contact information, address, default payment terms, default transaction type, vendor type, and vendor codes.
Use Payment details to manage ACH and tax information.
Use Documents to add and manage vendor documents.
Use Transactions to review transactions associated with the vendor.
💡 Learn more about vendor ACH details and documents here: Requesting & Storing Vendor Payment Info & Compliance Docs.
4. Manage Payment Details
The Payment details tab includes ACH Information and Tax Information.
In ACH Information, you can review or enter:
Routing number
Account number
If ACH details can be requested from the vendor, Adaptive shows Request ACH from vendor.
In Tax Information, you can manage:
Tax ID
1099 eligible
The vendor table also includes an ACH status column so you can quickly see whether ACH details are active, missing, or requested.
5. Manage Vendor Documents
Use the Documents tab to add and review documents for a vendor.
Document types can include:
Combined COI
Workers compensation COI
General liability COI
W-9
Contract
Other
The vendor table includes a Document status column so you can identify vendors with expired documents or document requests that have been sent.
If a vendor has expired documents, the Documents tab may show an alert.
6. Review Vendor Transactions
Use the Transactions tab to review activity linked to a vendor.
The transactions table can show details such as:
Job
Account / Cost Code
Hours
Status
Type
Amount
Ref #
Date
Use filters, table configuration, and download options to review vendor transactions more easily.
7. Search, Filter, and Configure the Vendor List
Use the tools at the top of the vendor table to find and organize vendors.
Available options include:
Search: Search for a vendor by name or related details.
Filters: Filter by vendor, job, vendor type, document type, document status, ACH status, sync status, or 1099 eligibility.
Clear filters: Remove active filters and search terms.
Configure table: Show, hide, or reorder table columns.
If no vendors match your filters, Adaptive shows an empty state with an option to Clear filters.
8. Download Vendor Data
Use Download to export vendor information.
Available download options can include:
Vendor information (XLSX)
Vendor documents (ZIP)
You can download:
Download all
Download selection
When an export is ready, Adaptive sends the download to your email.
9. Use Bulk Actions
Select one or more vendors to use bulk actions.
From Actions, you can:
Request documents
Request ACH
Ignore sync errors
Open Edit properties
Under Edit properties, you can bulk update:
Set transaction type
Set vendor type
Note: Some actions only appear or become available when selected vendors meet the requirements. For example, Ignore sync errors is only available for vendors with sync errors that can be ignored.
10. Review Sync Status
If QuickBooks sync is enabled, Adaptive shows vendor sync information in the vendor list.
The Sync status column can show:
Synced
Not synced
Sync errors
Ignored sync errors
If some vendors did not sync with QuickBooks, Adaptive may show a warning with an option to View vendors with sync errors.
If you have any questions or want to share feedback, feel free to reach out at [email protected].