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Supplier management

A supplier management system in one dashboard

A supplier management system built into the software you buy with. Invoice Office gives every supplier a single source of truth — information, settings, addresses, contact persons, purchases, payments, logged contact and attachments — so you always know where the relationship stands.

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The Invoice Office supplier list showing each supplier’s number, name, city and email address, with search, filter, column and export controls

Everything on the supplier

A 360-degree view of every supplier

Everything you know about a supplier in one place — what you ordered, what you were invoiced, what you have paid and what was agreed. If a company sits on both sides of your books, the same record does customer management too.

  • Centralized supplier dashboard

    Stop hunting through spreadsheets and disparate systems. One dashboard per supplier covers purchases, purchase orders, credit notes, documents, payments, tasks and notes, with purchases, DSO and payment status charts — over whatever date range you pick, down to a custom from and to date.

  • The whole supplier record

    CoC number, VAT number, Peppol identifier, bank account and BIC, industry, legal form and your own Label. An Is customer flag covers the companies you both buy from and sell to, so they stay one account.

  • Order from one place, receive at another

    The Billing address is the one that belongs on the purchase order; Shipping Address and Other entries cover the depot the goods leave from and the site you want them delivered to. Per address you also control whether the country prints at all — and in which language it is translated.

  • Know who takes the order

    Add your account manager, the sales desk and whoever handles returns with Create Contact, or bring the list in at once with Import Contact person — then point the supplier’s purchase order send-to address at the one who actually processes orders.

  • Every price agreement on the record

    Relation management turns the supplier into a CRM: log the call where the discount was agreed, the email confirming a lead time, a WhatsApp, LinkedIn message, SMS or meeting — and upload the contract or price agreement as an attachment, so the terms are on the account when you need to hold them to it.

  • Purchases & purchase orders

    Create purchase and Create purchase order sit on the supplier’s own Action menu, and read straight off the record — so the address, currency, VAT code, cost account and payment terms are already right when you raise one.

Supplier settings

Configure a supplier once

Every supplier can be configured with their own settings. Select them on a purchase or a purchase order and the right currency, VAT code and cost account are already applied, in their own document language — and a purchase order goes out to the supplier’s default send-to address and name. Its document design, sequence number, email template and the price list you agreed are all kept on that same page, so nobody has to remember what was arranged with whom.

Explore every feature

  • Cost account & VAT code

    Set the cost account a supplier’s spend is booked to and the VAT code that applies, so every purchase lands in the right place in your books without anyone choosing it by hand.

  • Currency, language & payment

    Currency code, language, payment method and purchase payment days are all set on the supplier — so a foreign supplier on 60 days is treated that way every time, not just when someone remembers.

  • Purchase order defaults

    Set the document design, the sequence number and the email template for this supplier’s purchase orders, plus the default send-to email address and name they actually go out to.

  • Price list per supplier

    Record the price list you agreed with this supplier on their own settings page, next to their cost account and payment days, so the terms live on the account instead of in somebody’s inbox. Price lists are applied on sales documents — invoices and quotes — which is part of the Pro license.

How it works

From new supplier to a full purchase history

  1. Step 1Add the supplier

    Under Accounts → Suppliers, use Create Supplier for a company or Create individual supplier for an individual — or import a whole list with the six-step wizard: source, upload, map fields, preview, import, done. Then add their addresses and contact persons.

  2. Step 2Set their defaults

    Configure cost account, VAT code, currency, language, payment method and purchase payment days once. Every purchase and purchase order for this supplier then picks up the cost account, VAT code, currency, language, payment method and due date on its own.

  3. Step 3Buy, pay and keep the record

    Raise a purchase or purchase order straight from the supplier’s Action menu. Documents, payments, logged conversations and attachments all collect on the supplier, so the full history stays in one place.

Supplier management questions, answered

What is a supplier management system?
A supplier management system keeps everything you know about a supplier in one record: supplier information, addresses, contact persons, the documents created for them, the payments registered against their purchases, the conversations you have logged, and any attachments. In Invoice Office it sits in the same system as your purchases and purchase orders, so the supplier record and your procurement documents never drift apart.
Can one record be both a supplier and a customer?
Yes. A supplier record carries an Is customer flag, which makes the same account available on the sales side instead of forcing a duplicate record. A subcontractor who also buys from you keeps one set of addresses, one contact list and one logged history, whether you are raising them a purchase order or an invoice.
Can I send the order to one address and take delivery at another?
Yes. Create address on the Shipping or Other tab adds as many depots and drop-off points as the supplier trades from, while the Billing address stays the one printed on the purchase order. Two settings sit on each address and matter for cross-border ordering: whether the country appears in the printed address block at all, and the language its name is translated into.
How do I add contact persons to a supplier?
On the supplier’s Contact persons page, add them one at a time with Create Contact or bring a list in with Import Contact person. The supplier’s settings then hold the default send-to e-mail address and name used for their purchase orders, so orders go to the desk that processes them rather than to whoever you last spoke to.
Can I set a different price list or currency per supplier?
Yes. Each supplier has their own settings page: cost account, VAT code, purchase payment days, payment method, currency code, language, and the price list agreed with them. Purchase order defaults — document design, sequence number, email template, and the default send-to address and name — are set on the same page. Price lists are applied on sales documents, which is part of the Pro license.
Where do I keep what a supplier agreed on price?
On the supplier’s Relation management page, which keeps tabs for All activity, Notes, Tasks, Calls, Whatsapp, Email, LinkedIn, SMS and Meetings. Log the call where the discount was agreed and upload the contract or price agreement as an attachment, so the terms sit on the account instead of in one person’s inbox when it is time to hold them to it.
How do I see what I spend with a supplier?
The supplier dashboard totals purchases, purchase orders and credit notes over the date range you choose — this month, last quarter, year to date or your own from and to dates — and splits payments into invoices paid, paid too less and paid too much. Purchases and DSO charts sit alongside a payment status chart, so slow-paying months are visible rather than something you work out afterwards.

Step-by-step guides: add a new supplier, import customers, suppliers and products and create a purchase order.

More answers in our FAQ and help center.

Related

What your supplier records feed into

Get your buying side under control

Add your suppliers, agree their terms once, and raise the next purchase order from the account itself. Free to start, and 14 days free on every paid plan.

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