All users — employees, finance, and admins — can submit a new vendor. A vendor only becomes active after it goes through your organisation's vendor approval workflow.
Steps to Create a Vendor
On your Aspire dashboard, click "Spend" in the left navigation bar (web app) or click "Menu" and choose "Spend" (mobile app), then select "Vendors".
Click "New Vendor" in the top-right corner.
Fill in the required fields. At a minimum, provide the Vendor Name.
Add any additional information required by your company's vendor form configuration. For more details, see the article: Guide to Vendor Settings and Form Fields.
Add bank or payment information by selecting or creating a recipient linked to the vendor:
Search for an existing recipient with a "vendor" tag, or
Create a new recipient directly from the vendor form.
Add contact information (one or many).
Click "Submit".
What happens next?
If all mandatory fields are filled, the vendor is created with status Pending Approval and routed to your approvers.
If mandatory fields are missing, the vendor is saved with status Information Required. The creation side-sheet stays open until all mandatory fields are filled.
Note:
Creating a vendor while submitting a bill or spend request follows the same process — a vendor creation side-sheet opens inline. The vendor is saved but remains in the relevant status until it is approved.
Mandatory and custom fields can be configured from Form Fields in vendor settings.
Vendor Statuses Explained
Status | Meaning |
Information Required | Vendor was created, but mandatory fields are missing |
Pending Approval | All required information is present; waiting for reviewer action |
Approved | Vendor has been approved and can be used on bills, POs, and spend requests |
Rejected | Vendor was reviewed and rejected; requester is notified with comments |
Archived | Active vendors can be archived if you have stopped operations with them |