Manage vendors

Add and configure vendors in Jaxxton before paying bills.

Vendors represent the payees you pay through Bill Pay. Each vendor needs to be active and have a payment method configured before you can submit a bill for ACH payment.

Add a vendor

1. Go to Vendors in the left-hand menu
2. Click New Vendor
3. Fill in the vendor details — name, legal name, address, tax ID, and spend category
4. Click Save

If your approval policy requires vendor creation approval, the new vendor routes to an approver before becoming active.

Create a vendor from an invoice

You can also add a vendor while creating a bill from an uploaded invoice. Jaxxton’s AI reads the vendor’s details from the invoice and prefills the new vendor:

• Name and legal name
• Tax ID (EIN)
• Country and address
• Primary contact’s name, email, and phone
• Spend category, when one category covers more than half of the bill’s line item total

To create the vendor:

1. Upload the invoice from Bill Pay → New bill → Upload invoice
2. On the bill sheet, open the Vendor dropdown and click Add Vendor
3. Review the prefilled fields. The vendor sheet shows an AI-extracted data notice asking you to check the details before submitting.
4. Correct any fields the AI read incorrectly, then click Save

If the invoice includes ACH bank details, click Add payment method in the bill sheet’s payment method selector. Jaxxton prefills the name on account, routing number, and account number. The Payment Methods tab shows the same AI-extracted data notice. Check the bank details against the invoice before you save.

You can collapse the notice with the arrow in its corner and expand it again from the collapsed AI-extracted data strip. See Create a bill for the full bill flow.

Bulk import vendors

If you’re adding more than a few vendors, use bulk import to create them from a CSV file instead of one at a time.

1. Go to Vendors in the left-hand menu
2. Click Import vendors in the top-right of the Vendors page
3. Choose Bulk import (CSV) from the dropdown
4. (Optional) Download the template — vendor-import-template.csv — to start from a pre-formatted file
5. Upload your CSV
6. Map each CSV column to the matching vendor field, then review the preview
7. Confirm to start the import

You can return to past or in-progress imports from the same dropdown by choosing View imports.

CSV columns

Field	Required	Notes
Vendor name	Yes	Display name for the vendor
External ID	No	Your own reference (for example, the vendor ID from your accounting system)
Currency	Yes	ISO 4217 code, e.g. USD
Country	Yes	ISO 3166 code, e.g. US
Contact · First name	Yes	Primary contact’s first name
Contact · Middle name	No	Primary contact’s middle name
Contact · Last name	Yes	Primary contact’s last name
Contact · Email	Yes	Primary contact’s email
Contact · Phone	No	Primary contact’s phone number

You can upload your own export — column headers don’t have to match exactly. On the mapping step, pick which CSV column feeds each vendor field. Map every required field before you continue.

Review and fix rows

After mapping, Jaxxton parses every row and shows a preview table:

• Jaxxton flags rows with validation errors — missing required fields, invalid currency or country codes, malformed emails, and so on.
• Click any row to open it in a side sheet, fix the values inline, then save.
• You can confirm the import even when some rows still have errors. Jaxxton creates the valid rows and skips the flagged ones. Skipped rows stay visible in the import record so you can fix and retry them.

Imports run in the background. Close the page and come back later — the status updates on the Imports screen and on the import detail page.

Approval policy

Imported vendors follow your existing vendor creation policy:

• If vendor creation doesn’t require approval, Jaxxton creates imported vendors as active and ready to use.
• If vendor creation does require approval, each imported vendor lands as pending and routes to an approver before it becomes active, exactly like vendors you create through New vendor.

Add a payment method

Once a vendor is active, add an ACH payment method so bills can be paid:

1. Open the vendor record
2. Go to the Payment Methods tab
3. Click Add payment method
4. Enter the vendor’s bank account and routing numbers
5. (Optional) Select an Account type of Checking or Saving. Leave it unset if you don’t know which the vendor uses.
6. (Optional) Enter a Nickname, such as Main AP account, to label the method. Nicknames can be up to 100 characters.
7. Save

If your policy gates payment method changes behind an approval step, the new method routes for review before it’s active.

Payment method nicknames

A nickname is your own label for an ACH payment method. Use it to tell apart multiple methods on the same vendor, for example a main operating account and a separate remittance account.

When a method has a nickname, Jaxxton shows the nickname in place of the default label (such as ACH · <account name>), with the default label underneath. Nicknames appear in:

• The vendor’s Payment Methods tab
• The ACH picker on the bill sheet
• The review payment step and batch payment details
• Approval requests for vendor payment methods

To add, change, or remove a nickname on an existing method:

1. Open the vendor record and go to the Payment Methods tab
2. Open the payment method’s actions menu and click Edit nickname
3. Enter the new nickname, or leave the field empty to remove it
4. Click Save

If your policy requires approval for payment method updates, approvers see the nickname change in the request, including the current nickname and the proposed one. A removed nickname shows as None.

Adding or changing vendor payment methods may require approval depending on your organisation’s policy. This protects against unauthorised changes to payee bank details.

Bank account review for Pay in N days

Jaxxton reviews vendor bank accounts before paying them with Pay in N days. If Jaxxton denies an account, the account can’t receive Pay in N days payments. You can still pay it by ACH from your own account.

On a bill, the vendor’s bank account selector labels a denied account Can’t receive Pay later payments, and Jaxxton blocks submitting a Pay in N days bill to it. Pay in N days payments to the account that haven’t paid out yet are cancelled or stopped. See Vendor bank accounts that can’t receive Pay in N days for what happens to affected payments.

To keep using Pay in N days for the vendor, add a different bank account for them. If you think the decision is a mistake, contact Jaxxton support.

Update vendor details

Open the vendor record and edit any field directly. Changes to sensitive fields (legal name, tax ID, payment methods) may trigger an approval step depending on your vendor update policy.

Deactivate a vendor

Open the vendor record and set the status to Inactive. Inactive vendors can’t be used on new bills. Existing bills already associated with the vendor are unaffected.

Approval workflows for vendors

Your organisation can require approval for:

• Creating a new vendor
• Updating vendor details
• Adding, updating, or removing payment methods

This is configured in Company → Policy → Vendor management.

FAQ

Can I pay a vendor that doesn't have a payment method set up?

You can create a bill for an off-platform payment (wire, cheque, etc.) without an ACH payment method. For ACH payments, the vendor must have an active ACH method configured before the bill can be submitted.

Why is my new vendor in a pending state?

Your organisation’s policy requires approval for new vendor creation. The vendor will become active once an approver approves the request.

Can I have multiple payment methods for one vendor?

Yes. You can add multiple ACH accounts to a single vendor and select which one to use when creating a bill.