Vendor Statements series: this is part 1 of 5. Work through them in order the first time.

1. Set Up Vendors for Vendor Statements (this article)
2. Add and Manage Vendor Bills and Credits
3. Create, Pay, and Finalize a Vendor Statement
4. Export Vendor Statements to Your Accounting System
5. Create Vendor Bills From Van Line Statements (UniGroup and Atlas)

Overview

A vendor is anyone you pay for work on your moves: movers, drivers, salespeople, owner-operators, agents, or other outside companies. Each vendor has a profile where Supermove keeps their bills, credits, statements, and balance. Setting vendors up correctly is the first step before you can create statements or export them to accounting.

In this article, you'll learn how to:

• Create a vendor profile
• Link the vendor to your accounting system
• Add vendors to a project
• Choose when Supermove creates vendor bills automatically

Create a vendor profile

1. In the Office App sidebar, go to Vendors.
2. Click + New Vendor.
3. Under Contact Information, enter the First Name (required). Add the Company Name, Last Name, Phone Number, Email Address, and Identifier if you use them.
4. Add the Vendor Address if you need it on statements.
5. Under Accounting, choose the matching vendor in Accounting Integration Vendor (see the next section).
6. Add any Internal Vendor Notes, then click Save.

Link the vendor to your accounting system

If you export to QuickBooks Online, Sage, or Xero, each Supermove vendor must be linked to the same vendor in your accounting system. This tells the export which vendor the bills, credits, and payments belong to.

1. Open the vendor profile (or the New Vendor Profile form).
2. In the Accounting section, open Accounting Integration Vendor ("Select a vendor in the external accounting system").
3. Pick the matching vendor and click Save.

Note: If the vendor doesn't appear in the list, create it in your accounting system first, then come back and select it. Your accounting integration must already be connected.

Add vendors to a project

To pay a vendor for a specific move, add them to that project's costs.

1. Open the project and go to Cost & Compensation.
2. Click Edit Vendors (next to Edit Costs) and add the vendor.
3. Click Edit Costs. The vendor now has its own column. Enter what you owe them.

Supermove creates a vendor bill for that vendor once the project has at least one cost item for them. The project's Event Log shows when a vendor is added or removed.

Choose when vendor bills are created automatically

1. Go to Settings → Accounting → Cost & Compensation.
2. In the Vendors panel, click Edit.
3. Under Automatically create vendor bills, choose Never, When project is created, When each job is completed, or When project is completed.
4. Save.

The bill's date follows this setting: the project start date, the first completed job's date, or the project end date. This date decides which statement period the bill lands in.

Note: If you don't see the Vendors panel, reply to support and we'll check whether it's turned on for your account.

⚠️ Important Notes

• Set up the Accounting Integration Vendor before you export. A vendor without it can't be matched in your accounting system.
• If you use a van line connection, each van line agent can be linked to a vendor profile. See Create Vendor Bills From Van Line Statements (UniGroup and Atlas).

FAQ

Do vendors have to be outside companies?
No. Anyone you pay per move (crew members, drivers, salespeople, or outside companies) can be a vendor.

Can I change a vendor's details later?
Yes. Open the vendor and click the pencil icon next to their name.

Next: Add and Manage Vendor Bills and Credits

Related articles: Vendor Statements

Need Help?

Reply to your support conversation, or email help@supermove.com.