Organize suppliers

Set defaults on the supplier

Open Suppliers to classify a supplier once for all its invoices. New suppliers have suggested choices you can accept or review. For example, Vercel suggests Hosting and Stripe suggests Fees; unrecognized senders start with Other. The suggestions, and printed details such as the legal name, come from kvitr’s built-in rules for well-known services (see Built-in rules for known services below).

Suppliers is a table like Invoices: the supplier with its mark, its company ID, country, address, its Type, how many documents it has, then Department, Project and your own category. The ⋮ at the end of a row holds Edit, Show invoices and Integrations; a supplier’s name opens Edit too. Edit opens the supplier over the list: its name, Type, Department, Project and category, the details printed on its invoices (legal name, company ID, email, country, billing currency, address) and, under Advanced, its keywords, cost splits and what kvitr has learned. Save supplier keeps it; Escape or the cross closes it. Emails that could not be matched to a supplier are not listed here; they wait in the Inbox. Connected sources are not on Suppliers; they live on Integrations, one click from the Suppliers bar, and Edit integration in a supplier’s panel opens the account that collects for it.

Use New, top right of the table, for suppliers whose invoices arrive without a recognisable sender, such as forwarded receipts. Give it a name and, optionally, comma-separated keywords (up to 20). From then on, an email whose sender or subject names exactly one supplier, or whose message or PDF text contains exactly one supplier’s keyword, is filed under that supplier. A supplier’s name printed inside another vendor’s PDF or message does not count, and an email naming several suppliers stays in the Inbox. Keywords can be edited later under the supplier’s Advanced section.

Select a supplier and set its Type, Department, Project and your custom category in the panel on the right: choose a value and it saves at once, and every invoice of that supplier follows it unless that invoice was given its own value. As the owner you can also type a Department or Project the workspace does not have yet and choose Add without leaving the page. Choosing a Type also confirms it, which clears the warning mark beside Type from a type kvitr guessed.

Your saved choices belong to your workspace. Changing a supplier’s defaults changes what its invoices inherit, while saved invoice overrides remain in place.

Choose the dimensions

Type

Exactly one per supplier: Software, Hosting, Marketing, Admin, Travel, Hardware, Fees, Contractor, or Other. An invoice cannot override Type.

Department

Which part of the company uses the service. The owner creates departments under Organize in Settings, or by typing a new one into a supplier’s Department picker and choosing Add.

Project

What the cost is for. Set a default or choose Shared, then override individual invoices when needed.

Custom category

One additional named category, such as Country or Campaign, with a fixed list of values. It can have a supplier default and an invoice override.

Create choices and learn projects

The owner adds departments, projects, and custom values under Organize in Settings. Owners can also type a new name directly in any Department, Project, or category picker and choose Add. Supplier defaults stay on Suppliers.

When an invoice has a subject and you choose a project override, you can remember it for future matching invoices from that supplier. Review or forget learned project matches on the supplier. These matches suggest project assignments; they do not change the supplier’s Type.

Split a supplier’s costs

Add a percentage for each team or project that shares the supplier’s cost. The percentages must add up to 100%. A split applies to every invoice from that supplier.

Reports apply the split before adding totals. A team or project named in a split takes precedence for that part of the cost; an unspecified split dimension uses the invoice’s resolved default or override.

What kvitr learns about a supplier

Every approved invoice teaches kvitr where that supplier prints its invoice number, dates and amounts, which currency it uses, and which company details are on the PDF. Details that appear on two approved invoices fill empty fields in the supplier’s printed details; details you typed yourself are never replaced. When you file a New email under a supplier, kvitr also remembers that sender.

Open the supplier and expand Advanced to see what was learned: how many invoices it comes from, which fields, and how many senders. Forget clears all of it, and suggestions start over from the next approved invoice. The supplier’s own details and defaults stay.

Built-in rules for known services

kvitr knows a few hundred well-known services: hosting and cloud providers, developer tools, SaaS subscriptions, payment services, telecoms, insurers, banks, shipping companies and more. A rule names the domains their invoices come from and, where it is the same for every customer, the Type, legal name, company ID, country, address and the currency they bill in. Supabase, for example, is Hosting, Supabase Pte. Ltd. in Singapore, and bills in US dollars, so a Supabase receipt that only prints “$” is read as USD rather than Singapore dollars.

When a supplier’s invoices come from one of those domains, the rule fills the details you have not entered, automatically and every time the supplier is read. Anything you type yourself always wins; details kvitr learned from your approved invoices win over the rule where the rule has nothing. Services whose billing company differs by region (Google, Microsoft, Amazon, Meta, Apple, Adobe, Stripe, PayPal and others) only get a Type from the rule; their legal name and company ID are learned from your invoices instead.

Open Advanced rules in the menu at the bottom of the sidebar, under API and MCP, to see which of your suppliers a rule fills and what it fills. Revert removes the rule’s values from that supplier and keeps the rule off for it; Apply again turns it back on. The page also lists every rule, searchable by service or domain. The supplier’s Billing currency can also be set by hand under its details; it is used for PDFs that print no currency.

Rebilling was retired

The separate rebilling flag and the To invoice list were removed on September 7, 2026. To follow client costs, assign the supplier a client project, then group Reports by Project.