Supplier Rules let you set a default owner, budget, and category for a supplier, so eligible future invoice payments from them can be coded automatically instead of manually.
Steps
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Open the supplier's record, either from the Suppliers page or from an invoice payment:
- From the Suppliers page: Navigate to the Suppliers page. Open an existing supplier, or use Add new supplier to create one (see How do I create a supplier in Weel? for the two ways to add a new supplier).
- From an invoice payment: On the Bills dashboard, click Make a payment and upload an invoice. Weel's AI-powered OCR extracts the details, including supplier information. Once the correct existing supplier is matched, click Edit supplier next to the supplier's name to open their details. This button only reads Edit supplier for an existing Approved or Pending supplier; if the OCR match creates a new or incomplete supplier record instead, the button reads Update supplier or Review and confirm supplier, which is a different, new-supplier flow.
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In the Supplier rules section (this is optional, so you can leave any or all fields blank), set:
- Default owner: the employee responsible for bills from this supplier.
- Default budget: the budget expenses from this supplier are coded to. This only populates once you've chosen a Default owner.
- Default category: the category assigned to this supplier's bills. This only populates once you've chosen a Default budget.
Set these in order: Owner, then Budget, then Category. Changing the Default owner clears any Default budget and category already set, and changing the Default budget clears the Default category.
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Click Update supplier (for an existing supplier) or Save supplier (for a new one) to apply the changes.
- If this supplier has draft or approved invoice payments in flight, Weel warns you before you save: approved payments are sent for reapproval, and draft payments are automatically updated to match the new rule.
What happens next
Whether the rules apply automatically to a future invoice payment depends on your permissions. If you can change a bill's owner (broadly, an Accounts Payable admin or finance-controller-level permission), the default owner, budget, and category apply as soon as you select the supplier. If you can't, they still apply automatically only when you're the supplier's own default owner; otherwise, the invoice payment is left for you to code manually.
Either way, you can always adjust any of these fields on an individual invoice payment afterwards: the rule is a starting point, not a lock.