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Adding owners and vendors

Learn how to add owners and vendors individually or in bulk

Updated this week

How to Add Owners Individually

  1. Navigate to the Owners page

  2. Select Add Owner

  3. Choose the Owner Type:

    • Individual (requires first and last name)

    • Company / Entity (requires company name only)

Required fields are marked with an asterisk.

Optional but Recommended Information

  • Email address (not required, but strongly encouraged)

  • Address

  • Tax information

If you don’t have address or tax details yet, you can:

  • Check the option to bypass these fields

  • Save the owner and return later to complete the information

💡 Tip: Entering address and tax information is highly recommended

  • Click Save to create the owner

Once saved, the owner will appear in your Owners list.

How to Import Owners and Vendors Using CSV

1. Download the CSV Template 0:03

  1. Navigate to the Owners page in VRTrust

  2. Click Import

  3. Download the CSV template

This template is used for importing both owners and vendors.

2. Open and Complete the CSV Template 0:12

Open the CSV template to begin entering information.
Each row represents one owner or one vendor.

Some fields are required, while others are optional.

  • Name Field: Required for both owners and vendors.

    • For individuals, use the legal last name.

    • For companies, use the legal entity name.

  • First Name Field: Required only for individuals.

    • Enter the legal first name.

    • Leave blank for companies.

  • Company Type Field: Required.

    • Choose one of the following accepted values:

      • Individual

      • Limited Liability Company

      • C Corporation

      • S Corporation

      • Partnership

      • Trust

      • Estate

    This should reflect the federal tax classification of the owner or vendor.

  • Type Field: Required.

    • Choose 'Owner' for owners or 'Vendor' for vendors.

  • Email Field: Must be a valid email.

    • For owners, use primary contact email.

    • For vendors, use vendor's email address.

    ⚠️ Important:

    • Vendor email is required to use vendors in expense imports

    • The email field acts as the unique contact reference ID in VRTrust

  • Phone Number Field: Optional.

    • For owners, use main contact phone number.

    • For vendors, use vendor's main contact phone number.

  • Tax ID Field: Optional.

    • Enter 9 digits only, no hyphens

    • For individuals, usually the social security number.

    • For entities, use the employer identification number.

  • Address Fields: Include mailing address details.

    1. Street Address (letters, numbers, special characters)

    1. Unit (apartment or suite number)

    2. City

    3. State / Province

      • Must be a valid two-letter code

    4. Zip / Postal Code

    5. Country Code

      • Two-letter country code (e.g. US for United States)

3. Save and Upload CSV File 2:38

  1. Once all required fields are completed, save the file as a CSV

  2. Upload the CSV file using the import tool

After import:

  • Owners will appear on the Owners page

  • Vendors will appear on the Vendors tab under Expenses

Update Existing Contacts 2:56

  • To update existing contacts, change values in the CSV while keeping the email address the same.

  • Modify only the columns you want to update

  • Import the CSV file

⚠️ Important:

  • Any existing values for the updated fields will be replaced by the new values provided in the CSV

  • Fields not included or left blank will overwrite existing data if included in the file

  • Upon import, existing values will be replaced with new values.

Summary

Using the CSV import tool allows you to:

  • Bulk import owners and vendors efficiently

  • Ensure vendors are available for expense imports

  • Update existing contacts using the email address as a reference ID

Following the required field rules ensures a smooth and accurate import into VRTrust.

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