Mapping Spenders to Vendors

To efficiently reimburse your employees for out-of-pocket expenses, users submitting reimbursements need to be added as vendors in Float. Float automates the creation of vendors for your users making life easy for you. Review this guide to understand how this process works.

How Are Spenders Created as Vendors?

1. Automatic Sync:
   • Float automatically syncs vendors from your connected QBO account.
2. Name Matching:
   • If an employee’s name matches a vendor in your vendor list in Float, Float will automatically link them in the reimbursements report.
3. Manual Assignment:
   • Vendors are added to reports by using the “Vendor” field when viewing a report on the “Ready to Review” tab of the Reimbursements accounting export page. 
   • When you choose a vendor for an employee when reviewing the report, Float will keep using that vendor for all their reports going forward, unless you change it.
4. New Vendor Creation:
   • You can create a new vendor by typing in the “Vendor” field while viewing a report and selecting “Add vendor”. When created, it will be synced with your accounting software. This vendor will be automatically applied to reports tied to that employee from then on.

Note: Admins or users must add their banking details prior to payment to ensure reimbursements can be paid out. Learn how to do this in the article on Configuring Spender Bank Details. Reimbursements can only be paid out in CAD at the current point in time.

Assigning Unique Accounting IDs to Reimbursement Vendors

Admins can streamline record-keeping by assigning unique Accounting IDs to vendors directly in Float. Here's how:

1. Navigate to Settings.
2. Select Vendors under the Accounting section.

Locate the vendor associated with the user and input the new Accounting ID & save!