Clients & Vendors

The Clients & Vendors page allows creating clients and vendors which are essential for nearly all transactions that take place within Invoiced.ai. Clients are used in accounts receivable and time tracking. Vendors are used in accounts payable. An entity can be both a client and a vendor.

Clients & Vendors Table

A summary of all clients and vendors can be viewed in the table. The table supports the following fields:

• Dealer #: the unique number associated with each client and vendor. See Number Sequencing to configure this.
• Name: the name of the client or vendor as it will appear throughout your organization's dashboard.
• Client: indicates with a Yes or No if this is a client.
• Vendor: indicates with a Yes or No if this is a vendor.
• Portal Invite Link: this link allows users from the client or vendor to register with Invoiced.ai and see their dashboard within your organization. See Client Portal for more information.

To view an existing entity, click the view icon. To create a new entity, click the Create button.

Configuring Clients and Vendors

After clicking view or Create from the table, you can configure an entity.

Essential Details and Create Client/Vendor

The Essential Details tab and the Create Client/Vendor screen support the following fields:

Basic Information

• Number: the unique number associated with the entity. Leave blank to use the auto-generated number from your Number Sequencing configuration or enter the desired number if your number sequencing configuration allows doing so.
• Name: the name of the client or vendor as it will appear throughout your organization's dashboard.
• Client: indicate if the entity should be treated as a client.
• Vendor: indicate if the entity should be treated as a vendor.
• Primary Email: this is the email address that will be used for communication to the vendor, such as sending invoices or invite links.
• VAT #: the entity's VAT number. This value only appears on this screen.
• Website: the entity's website. This value only appears on this screen.
• Notes: any notes you wish to write about the entity. This value only appears on this screen.

Localization

• Date Format: the default date format that will be used in accounts receivable documents sent to the client.
• Number Format: the default number format that will be used in accounts receivable documents sent to the client.

Financial Configuration

• Currency: the currency of the client which will be available as an input option in accounts payable transactions. You will be able to choose between the client's currency and your organization's currency as the input currency when entering accounts payable transactions.
• Quote Validity: the default number of days that a quote is valid for the client. This can be changed on each quote.
• Billing Rate: the default billing rate for billable time for the client. This is used when project-, task-, and user-specific billing rates are not set. See Projects for more details. This value is entered in your organization's currency.
• Default Tax Rate: the tax rate used by default on accounts receivable transactions. If not set, the organiation's tax rate is used. This can be changed on each accounts receivable transaction.
• Default Payment Terms: the payment terms used by default on accounts receivable transactions. This can be changed on each accounts receivable transaction.

Addresses

The addresses table only appears after creating a client or vendor. Addresses entered here are available for use in postal mailing or printing operations, such as automated invoice/check mailing and printing packing slips.