Mapping Spenders to Vendors

To efficiently reimburse your employees for out-of-pocket expenses, Spenders submitting Reimbursements must be added as vendors in Float. Float automates the creation of vendors for your users.

Please review this guide to understand how this process works.

How to Create Spenders as Vendors

Review the steps below to create or sync your Spenders as vendors within Float:

1. Automatic Sync:
   • If you have an accounting integration, Float automatically syncs vendors from your connected QBO, Xero, or NetSuite account. If a user is created as a vendor in your accounting system, it will automatically sync with Float so they can be selected as a vendor to be paid out.
     
     
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 “Employee ID” 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 directly in a Reimbursement report by following these steps:
     1. In the Report, navigate to the Employee ID section next to the Spender's name
     2. Input the Spender's name into this field while viewing the report > "Add Employee ID: [Spender Name]" drop-down appears > click this button
     3. A pop-up opens to create the Spender as a Vendor, the name is pre-populated > click Create
     4. This will be synced with your accounting software and will be automatically applied to reports tied to that employee from then on

Please Note: Admins or users must add their personal banking details prior to payment to ensure reimbursements can be paid out. For detailed instructions on adding your user bank details, please review our Help Centre article below:

Adding Bank Details for Reimbursement Payments

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 > Vendors
2. Locate the Vendor associated with the user and input the new Accounting ID > Save