Who this is for: Managers
💼 Why this matters
Every business has a short list of vendors it actually depends on — the supplier you call every week, the sub who shows up when you need them, the software that runs in the background. Keeping that list in the app means two things: expense entry is faster because vendor names autocomplete, and every dollar you spend at each vendor is automatically tracked over time. After a few months you can see exactly where your money goes, which vendors are costing more than you realized, and where you might be able to negotiate a better deal.
Add a vendor #
Open Vendors from the home screen. Tap the + button in the top-right corner. The New Vendor form opens.
Fill in the Vendor Info section:
- Vendor Name — the name as it will appear in autocomplete and in your expense list. Use the name you’ll type in expense entry — consistent spelling matters for matching.
- Category — tap to open the category picker. Built-in categories include Supplier, Subcontractor, Software, Utility, Professional Services, Insurance, Equipment, and Marketing. You can also create custom categories — tap Add New Category to name your own. Categories can be renamed or deleted from the picker at any time.
The Contact (Optional) section holds Website, Email, and Phone — useful for quick reference when you need to reach a vendor without leaving the app.
The Reference section has a single field: Account / Vendor Number. Enter your account number, customer ID, or any reference your vendor uses to identify you. This is for your own reconciliation — it never appears on client-facing documents.
Add any freeform Notes — delivery lead times, preferred contacts, payment terms, anything worth remembering about this vendor.
Tap Save when done.
Vendor autocomplete in expense entry #
Once a vendor is in your registry, it surfaces automatically when you log expenses. The expense editor has a Vendor & Reference section with a Vendor Name field. Start typing and up to five matching vendors from your registry appear as suggestions — tap any one to fill the field instantly. The expense is linked to that vendor and counted toward their spend totals.
Auto-promote from expense entry: If you type a vendor name that isn’t in your registry yet and save the expense, PriceRight Pro asks: Save “[Vendor Name]” to your Vendors? Tap Save to Vendors to add them to the registry automatically, or Not Now to keep the expense without adding the vendor. The auto-promote only fires on new expenses with a vendor name that doesn’t match any existing registry entry — it never fires when editing.
Vendor spend dashboard #
Open any existing vendor and tap to edit it — the spend dashboard appears at the top of the form. A Vendor since badge shows when the record was created. Below it, three spend tiles display side by side:
- 📅 This Month — total spent this calendar month and the number of expenses
- ⏮ Last Month — total spent last calendar month and the number of expenses
- 📊 Lifetime — total spent all time and the total expense count
A footer row shows the expense category this vendor is most commonly charged to — Usually charged to: [category] — and the date of the most recent expense. If no expenses have been logged for this vendor yet, the dashboard shows No expenses logged for this vendor yet in place of the tiles.
The vendor list itself also shows each vendor’s lifetime spend in the right column — a quick reference for the full picture as you scroll.
Sort and browse your vendors #
Tap the sort control at the top-left of the vendor list to change the order. Four options are available: Name (A–Z), Name (Z–A), Highest Spend, and Most Recent. Sort by Highest Spend to immediately see which vendors are taking the most out of your business — this is often the first surprising number contractors see when they start tracking vendors consistently.
Delete a vendor #
Open a vendor record, scroll to the bottom, and tap Delete Vendor. A confirmation appears: deleting the vendor record does not affect your expense history — all expenses logged to that vendor name remain in your records. Only the vendor registry entry is removed.
🚀 Smart Business Tip
After three to four months of consistent expense logging, sort your vendor list by Highest Spend and look at the top five. For most contractors, one or two suppliers account for a disproportionate share of total spend — and those are exactly the vendors worth calling to ask about volume pricing, net terms, or a loyalty discount. The data you need for that conversation is already in PriceRight Pro. You just have to look at it.
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