Managing Vendors

See who you're paying and how much you're spending with each vendor and payee in Officaid.

Know Who You're Paying

Vendors help you organise who you pay and track how much you're spending with each supplier, service provider, or payee.

What's the Difference Between a Vendor and a Payee?

In Officaid, Vendor/Payee refers to anyone you pay money to:

Vendor — Suppliers, service providers, or businesses you purchase from
Payee — Employees (for salaries), government bodies (like CPF), or other parties that aren't traditional vendors

Both are managed in the same place and work the same way.

Viewing Your Vendors

Go to Finance → Expenses → Vendors to see all your vendors and payees in one list.

Each row shows:

Vendor Name — The name of the vendor or payee
Total Amount — Combined total from expenses and payables
Actions — Edit or delete the vendor

Use the filters at the top to view spending by year or set a custom date range.

If you see Not Specified in the list, these are expenses or payables recorded without a vendor assigned.

Understanding the *Estimated Note

If you have expenses or payables in different currencies, Officaid converts them to your default currency for the total. For unpaid payables, the exact conversion rate isn't known yet, so Officaid uses the latest exchange rate to give you an estimate.

Click the Estimated note at the bottom of the page to see the current exchange rates being used.

The estimated amount remains visible even after payment, so you can compare the estimated rate with the actual conversion rate.

Adding a Vendor

1 Go to Finance → Expenses → Vendors.
2 Click Add New Vendor in the top right corner.
3 Fill in the vendor details.
4 Click Add Vendor to save.

Understanding the Fields

Vendor Name — Required. The name you'll see when selecting this vendor.
Full Name — Optional. The vendor's full legal or registered name.
Address — Optional. The vendor's address for your reference.
Remarks — Optional. Any notes about this vendor.

You can also add vendors while creating an expense or payable. Click + Add New in the Vendor/Payee dropdown. → Recording an Expense | Creating a Payable

Viewing Vendor Details

Click on any vendor in the list to see more information. The vendor details page has two tabs:

Overview Tab

Shows a summary of your spending with this vendor:

Total — Total amount spent (expenses + paid payables)
Due — Outstanding payables not yet paid
Purchase Trend — A chart showing your spending over time

Spending Tab

Shows all individual expenses and payables for this vendor. Each row displays the date, status, amount, and currency. Use the filters to view by Overdue, Due, or Paid status.

Opening an Expense or Payable from the Spending Tab

From the Spending tab, click on any row to open the full details of that transaction. This takes you directly to the Expense Details or Payable Details page where you can view all information, edit the record, or attach receipts.

Editing a Vendor

1 Go to Finance → Expenses → Vendors.
2 Click the edit icon in the Actions column, or open the vendor and click Edit.
3 Make your changes.
4 Click Update Vendor to save.

Deleting a Vendor

1 Go to Finance → Expenses → Vendors.
2 Click the delete icon in the Actions column.

Deleting a vendor does not delete the expenses or payables linked to them. Those records will show Not Specified as the vendor instead.

Frequently Asked Questions

Why does my vendor show 0.00 SGD?

This means no expenses or payables have been recorded for this vendor yet. The total will update as you add transactions.

Can I add notes or details to a vendor?

Yes. Use the Remarks field when adding or editing a vendor to store any notes, payment terms, or other details for your reference.

How do I find my highest-spending vendors?

On the Vendors page, click the Total Amount column header to sort vendors by spending. This helps you quickly identify where most of your money is going.

What's Next?

Recording an Expense to track payments you've made
Creating a Payable to track bills you need to pay
Expense Categories to organise your spending by type

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