Vendor Notes
Vendor notes let your team attach free-text context to vendor records. Notes are visible to all team members on the vendor profile page, and pinned notes appear directly on invoice detail pages for that vendor — making them a powerful tool for surfacing warnings and reminders during the review process.
Adding a Note
Open the vendor profile
Navigate to the vendor's profile page from the Vendors list.
Go to the Notes section
Scroll to the Notes section or click the Notes tab.
Write your note
Click Add Note and enter your text. Notes support plain text only.
Save
Click Save. The note is timestamped and attributed to your user account.
Editing a Note
To edit an existing note, click the pencil icon next to the note on the vendor profile page. Make your changes and click Save. Edited notes display an "edited" label with the timestamp of the last modification.
Only the original author of a note or an Admin can edit it. Reviewers cannot edit notes created by other team members.
Deleting a Note
To delete a note, click the trash icon next to it and confirm the deletion. Deleted notes cannot be recovered.
Pinned Notes
Pinned notes are highlighted at the top of the vendor's Notes section and, critically, they also appear on the invoice detail page for every invoice matched to that vendor. This makes pinned notes ideal for persistent warnings that reviewers should see every time they handle an invoice from a particular vendor.
To pin a note, click the pin icon on an existing note. A vendor can have multiple pinned notes. To unpin, click the pin icon again.
Common Use Cases for Pinned Notes
- "Always verify bank details with this vendor by phone before approving payments over $10,000."
- "This vendor frequently submits duplicate invoices. Check invoice numbers carefully."
- "Approved vendor. No additional verification needed for invoices under $500."
- "Contact: Jane Smith (jane@vendor.com) for invoice discrepancies."
Pinned notes are visible to all team members, including those with Viewer roles. Avoid including sensitive internal information in pinned notes.