Help Center / Approvals

Approving or declining vendors

When someone proposes a new vendor to work with, it typically needs approval before they can be added to your company's vendor list. The same review process kicks in when someone changes an existing vendor's bank details. Here's how to review and approve—or decline—a vendor.

Review the vendor details

Click on the vendor in your Tasks list. You'll see key information:

  • Vendor name — Company name
  • Country — Where the vendor is based
  • Contact information — Phone, email, address
  • Banking details — Account info for payments
  • Tax ID or business number — Official business identifier
  • Notes — Any other relevant info from the person proposing them

Take time to review each section carefully.

Approve the vendor

If the vendor looks legitimate and you're comfortable working with them, click Approve. They'll be added to your company's approved vendor list and can start receiving payments.

Before approving, consider:

  • Is the vendor from a country your company wants to work with?
  • Does the banking information look correct?
  • Do you recognize the business as legitimate?
  • Are there any red flags in the contact or tax information?

Decline the vendor

If something doesn't feel right, click Decline and add a comment explaining why. The person who proposed the vendor will see your feedback.

Common reasons to decline:

  • Vendor is in a country your company doesn't approve
  • Banking information looks suspicious
  • Tax ID doesn't match or seems invalid
  • You have concerns about the legitimacy of the business

Reviewing bank detail changes

You may also get a task when someone updates the bank details of a vendor that's already approved. The new details are held as a pending change and don't take effect until you decide:

  • Approve — The new bank details replace the vendor's current ones and are used for future payments.
  • Decline — The change is discarded and the vendor keeps their current bank details.

Bank detail changes deserve extra scrutiny—a fraudulent account change is one of the most common ways companies are tricked into paying the wrong account. If in doubt, verify the change directly with a known contact at the vendor before approving.

Why vendor approval matters

Vendor approval is a key part of keeping your company safe and compliant:

  • Compliance — You make sure vendors meet your company's standards and regulations
  • Fraud prevention — You catch suspicious vendors before they're added to your system
  • Financial control — You have visibility into who's being paid and why
  • Consistency — All vendors go through the same review process

Your review helps protect your company's finances and reputation.

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