> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Manage vendors
> Add outside service providers, invite them to set up payment details, and track vendor records.
## What you will accomplish
You will add outside service providers to your facility, send them an invitation when they need to submit invoices, and understand how vendor records connect to vendor bills.
Vendors are outside people or companies that help your facility. Examples include detailers, transport companies, mechanics, photographers, and contractors.
For a Contacts-first walkthrough (opening **Vendors** in the sidebar and adding a partner), read [Work with vendor contacts](/docs/contacts/work-with-vendor-contacts).
Use **[Contacts > Vendors](https://www.carstoragesoftware.com/dashboard/contacts/vendors)** to keep vendor contact details, invitation status, and payment setup organized in one place. Vendor **bills** your facility receives are reviewed on [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices) using **Filters → Type → Vendor**.
**Vendor vs customer invoice**
A **customer invoice** is money your facility **collects** from a customer. A **vendor invoice** is money an outside provider **bills** to your facility. This guide is only for managing **vendor** records—not customer billing.
**ACH vendor payouts (Straddle)**
When **Vendor ACH Payments** is enabled for your team, connect your facility bank under [Settings > Billing > Vendor Payments](https://www.carstoragesoftware.com/dashboard/settings/billing/vendor-payments). Invited vendors connect their bank during onboarding so you can confirm ACH payments on vendor invoices. You can still **Mark as paid** for checks, Zelle, or other off-platform methods. See [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices).
**Where to find Vendors in the dashboard**
**Vendors** live under **Contacts** in the left sidebar—not as a tab inside Payments. The Payments area covers **Invoices**, **Quotes**, **Recurring**, and **Products & Services**. If you type an old link such as `/dashboard/payments/vendors`, the app redirects you to [Contacts > Vendors](https://www.carstoragesoftware.com/dashboard/contacts/vendors).
## Before you start
* Know the vendor's business name (for example **Premier Detailing** or **Summit Transport**).
* Have an email address if you plan to send a portal invitation so the vendor can submit invoices online.
* Know which **vendor types** fit this provider (Detailing, Transportation, Mechanical, and so on).
* Ask your billing manager whether the vendor should finish payment setup before your team records payouts.
## Open the Vendors page
Sign in to your dashboard. In the left sidebar, click **Contacts**.
**Expected result:** The Contacts area opens. You may see customer tabs such as **Storage** or **Events** near the top.
Click **Vendors** in the Contacts tabs (or submenu).
You can also open [Contacts > Vendors](https://www.carstoragesoftware.com/dashboard/contacts/vendors) directly.
**Expected result:** The page title is **Vendors** with the subtitle **Service providers and payouts**.
The Vendors page shows each vendor, company name, vendor types, email, account status, Stripe connection, and whether the record is active.
*A populated Vendors list helps your team see who is invited, who finished setup, and who still needs a follow-up.*
## Add a vendor
In the top-right area of the [Vendors page](https://www.carstoragesoftware.com/dashboard/contacts/vendors), click **Add vendor**.
If the list is empty, you may also see **Add your first vendor** in the center of the page. Either button opens the same window.
**Expected result:** A window titled **Add Vendor** opens.
In **Business or address**, search for the shop, garage, or street address.
When you pick a result, the **Vendor name** field may fill in automatically.
**Why this helps:** Searching first saves typing and keeps the address consistent for your team.
In **Vendor name**, type the name your staff will recognize (for example **Elite Paint & Body**).
You can type the name directly even if you skip the business search.
Under **Vendor types**, click one or more labels that describe this provider, such as **Detailing**, **Transportation**, or **Paint & Body**.
**Why this matters:** Types make it easier to filter and find the right vendor later.
Click **Advanced details** to expand optional fields:
* **First name** and **Last name** (optional)
* **Email** (needed if you will send an invitation)
* **Phone** and **Notes**
If you add an email, you can check **Send invitation email to vendor** to email the portal link right away.
**Why this matters:** Some vendors are not ready to connect payment details on day one. You can save the record now and send the invite later from the vendor detail page.
Click **Create vendor**.
**Expected result:** The window closes and the vendor appears in the list with status **Active**. The **Account** column may show **Not Invited** until you send an invite.
*Most vendors need only a name and type. Use **Advanced details** when you have contact info or want to send an invitation email.*
## Open a vendor record
Click a vendor row on the [Vendors page](https://www.carstoragesoftware.com/dashboard/contacts/vendors) to open the vendor detail page.
You will see:
* **Vendor Types** — change how this provider is classified
* **Vendor Information** — status, account status, Stripe status, and contact fields you can edit
* **Send Invite** or **Resend Invite** — email the vendor portal link
*The vendor detail page is where you confirm contact details and send or resend the portal invitation.*
## Send a vendor portal invitation
When a vendor needs to submit invoices online or finish payment setup, send an invitation from the vendor detail page.
Go to [Contacts > Vendors](https://www.carstoragesoftware.com/dashboard/contacts/vendors) and click the vendor row.
In **Vendor Information**, make sure **Email** is correct. Save any changes you make.
**Why this matters:** The invitation goes to this email address. A typo means the vendor never receives the link.
Click **Send Invite** in the top-right corner.
**Expected result:** A success message appears. **Account Status** changes from **Not Invited** to **Invited**. The button may change to **Resend Invite**.
Ask the vendor to check their inbox (and spam folder) for the invitation. They use that link to access the vendor portal and submit invoices.
**Why this matters:** Your team cannot review a vendor bill in the app until the vendor submits it—or until someone uploads it through your facility's agreed process.
*After you send an invite, **Account Status** shows **Invited** so your team knows the vendor received the portal link.*
## What the vendor statuses mean
**Active** means the vendor record is in use.
**Not Invited** means no portal invitation has been sent yet.
**Invited** means your team sent an invitation email.
**Not Connected** (under **Stripe**) means payout setup is not finished. This is common right after you add a vendor.
**Connected** means Stripe payout setup is ready when your facility uses online vendor payouts.
**You can add vendors before they finish payment setup**
Many facilities create the vendor record first, then send the onboarding invite later when the vendor is ready. You do not need every field on day one.
## What success looks like
After you add a vendor:
* The vendor appears on [Contacts > Vendors](https://www.carstoragesoftware.com/dashboard/contacts/vendors).
* Vendor types and company name match how your team talks about this provider.
* If you sent an invitation, **Account Status** shows **Invited**.
* When the vendor submits a bill, your team can review it using [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices).
## Common mistakes to avoid
* Do not look for Vendors under the Payments tabs—open **Contacts > Vendors** instead.
* Do not create duplicate records for the same company. Search the list first.
* Check the email address carefully before sending an invite.
* Use **Notes** (in Advanced details) for internal reminders, not private customer information.
## Troubleshooting
**The vendor did not receive the invitation**
Confirm the email on the vendor record. Use **Resend Invite** from the vendor detail page. Ask the vendor to check spam or junk folders.
**Stripe shows Not Connected**
The vendor has not finished payout setup yet. Ask them to open the invitation email and complete the steps. Your team can still track the vendor record while setup is in progress.
**I created a duplicate vendor**
Search the Vendors page before adding a new record. If a duplicate already exists, keep one record and move important notes to it before deactivating the extra copy.
## When a vendor will bill your facility
Open the vendor from [Contacts > Vendors](https://www.carstoragesoftware.com/dashboard/contacts/vendors) and check the company name and email.
**Why this matters:** Vendor invoices are easier to match when the vendor record is accurate.
If the vendor will upload invoices through the portal, click **Send Invite** or **Resend Invite** on the vendor detail page.
**Expected result:** The vendor receives an email with steps to submit invoices your team can review.
When a vendor submits an invoice, open [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices), open **Filters**, choose **Vendor** under **Type**, and follow [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices).
## What to do next
If the vendor will bill your facility, continue with [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices).
If you are setting up Payments for the whole team, return to the [Payments overview](/docs/payments/overview) for the recommended learning path.
For the public link vendors use to submit invoices, see [Set up vendor invoice portal](/docs/facility-web-pages/set-up-vendor-invoice-portal).
## Related topics
- [Work with vendor contacts](/docs/contacts/work-with-vendor-contacts.md)
- [Send a car to an outside vendor](/docs/parking-spots/send-a-car-to-an-outside-vendor.md)
- [Set up the vendor invoice portal](/docs/facility-web-pages/set-up-vendor-invoice-portal.md)
- [Assign team members and vendors to events](/docs/schedule/assign-team-members-and-vendors.md)
- [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices.md)
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