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How To: Manage Vendors in VRTrust

This article walks through how to add and manage vendors in VRTrust so expenses can be properly tracked and prepared for future reporting (including 1099s).

Updated over a week ago

Step 1: Navigate to Expenses

From the left-hand navigation menu, click Expenses.

Step 2: Open the Vendors Tab

Within the Expenses section, look to the top-left navigation and select Vendors.
You’ll see three options:

  • Overview

  • Recurring

  • Vendors

Click Vendors to continue.

Step 3: Add a New Vendor

Inside the Vendors tab, click Add Vendor. This opens the vendor creation form.

Step 4: Complete Vendor Details

Fill out the vendor information as completely as possible:

Vendor Type

  • Select whether the vendor is an Individual or a Business Entity

Entity Classification (U.S.-based vendors)

  • C-Corporation

  • S-Corporation

  • Partnership

  • Limited Liability Company (LLC)

  • Other applicable entity types

Basic Information

  • Vendor name

  • Email address (used as unique identifier for bill upload purposes)

  • Phone number

  • Physical address

Tax Information

  • Enter the Tax Identification Number (TIN / EIN / SSN)

    • This information can be used later for 1099 reporting

Step 5: Save the Vendor

Once all required fields are completed, save the vendor. The vendor will now be available to:

  • Assign to expenses

  • Use in recurring expenses

  • Support accurate financial reporting and compliance

Export vendors

Use the export tool to download a CSV file of your vendors list including all relevant vendor properties.

  1. From the lefthand menu, click Expenses, and select the Vendors tab

  2. From the Vendors tab, click Export.

Edit a vendor

  1. From the lefthand menu, click Expenses, and select the Vendors tab

  2. From the Vendors tab, click the ellipses on the vendor you wish to edit.

  3. Click Edit.

  4. Update field(s) as necessary.

  5. Click Submit.

Delete a vendor

Deleting a vendor removes the vendor from the system entirely. This action cannot be undone.

  1. From the lefthand menu, click Expenses, and select the Vendors tab

  2. From the Vendors tab, click the ellipses on the vendor you wish to delete.

  3. Click Delete.

  4. Review the warning, then click Yes, delete to confirm the action.

Note: A vendor cannot be deleted once a transaction has been posted to it. To disable it and hide it from your list of vendors, archive it instead using the guidance below.

Archive a vendor

Archiving a vendor allows you to disable the vendor and hide it from your vendors list.

  1. From the lefthand menu, click Expenses, and select the Vendors tab

  2. From the Vendors tab, click the ellipses on the vendor you wish to archive.

  3. Click Archive.

  4. Review the warning, then click Archive to confirm the action.

Unarchive a vendor

  1. From the lefthand menu, click Expenses, and select the Vendors tab

  2. From the Vendors tab, change the Status filter to Archived.

  3. Click the ellipses on the vendor you wish to unarchive.

  4. Click Enable.

  5. Review the warning, then click Enable to confirm the action.

Tips & Best Practices

  • ✅ Always select the correct entity type to ensure proper 1099 classification

  • ✅ Enter tax ID information upfront to avoid year-end cleanup

  • ✅ Use consistent vendor names to prevent duplicates

If you need help managing expenses or vendor reporting, check related articles in the Expenses section of the knowledge base.

Related Help Articles:

  1. Adding owners and vendors

  2. Manage vendors in bulk

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