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How to create a supplier in Weel

  • Updated

Create a supplier directly from the Suppliers page, or while submitting a bill for payment, as part of Accounts Payable.

Before you start

  • Creating or editing suppliers requires the Suppliers: Update permission. Owners and Admins have this by default; anyone else needs a custom role with it enabled.

From the Suppliers page

  1. Go to the Suppliers page.
  2. Click Add new supplier.
  3. Fill in the supplier's details: name, email (optional), the country the business is based in, its address, and an ABN (optional).
  4. Choose how you'll pay the supplier under Banking details.
    • Available payment methods depend on the supplier's country and currency. For an Australian supplier, choose Bank account (account name, BSB, and account number) or BPAY (biller code and reference number); other countries use the appropriate local or international rail, such as ACH, SWIFT, BACS, or SEPA.
  5. Optionally set Supplier rules: a default owner, budget, and category to pre-fill on this supplier's future bills.
  6. Click Save supplier.

While submitting a bill for payment

  1. Go to Accounts Payable and click Make a payment.
  2. Drag and drop the invoice, or choose a file to upload.
    • Weel's AI-powered OCR then extracts the supplier and payment details from the invoice.
  3. Weel checks the extracted details against your existing suppliers. If any suppliers look like a match, each appears as its own option; you'll also always see Create a new supplier and Choose a different existing supplier. Select the correct option, then click Proceed with this supplier.
    • If you choose Create a new supplier, review the extracted details and untick Use extracted data if you'd rather enter them manually.
  4. In the bill, check the supplier's status tag and click the matching button:
    • Review required: a new supplier with all the required details already filled in from the invoice. Click Review and confirm supplier, check the pre-filled details, then click Confirm supplier details.
    • Incomplete supplier: a new supplier that's missing required details. Click Update supplier to fill in the gaps.
    • Pending supplier / Approved supplier: an existing supplier you selected. Click Edit supplier to update its details.
  5. Fill in any remaining bill details, then click Save to submit the bill for approval.

What happens next

New suppliers start with a Pending status. A supplier is automatically approved once the bill it's attached to clears your business's full approval workflow, not simply when the bill is submitted.

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