Manage vendors

With Key CashFlow, you can pay a vendor via electronic payment or check. Below are different ways you can set up a vendor for payment.

Once you've added vendors, you can always view your vendor's payment method on your vendor contact list. Their payment method will be listed right under their name.

Jump to:

• Add a new ePayment vendor through our Network
• Add a new verified national vendor
• Add a new check vendor
• Add a new ePayment vendor using their bank info
• Change a vendor from check to ePayment by adding their bank account
• Change a vendor from ePayment to check
• Edit an existing vendor
• Edit a vendor's bank account
• Archive a vendor
• Restore an archived vendor
• Things to know

Add a new ePayment vendor through our network

1. Select Contacts
2. Select Add contact and Add vendor
3. Enter the vendor's name and account number if you have one
   • If we find any existing vendors that match the name and account number, we'll show you a list. If you see a match in the list presented, select Add next to the vendor that matches, then select continue to complete the connection to the vendor and add them to your contacts. If the vendor has a bank added to their account, you can now schedule ePayments for them.
   • If you don't see a match, move to step 4 below.
4. Select continue to add this vendor
5. Enter the remaining details for the vendor, and select Continue
6. Select ePayment for the payment method, and select Vendor will provide bank account info
7. Enter the vendor's email address, and select Add vendor
   

We'll save the vendor to your contacts list, and send the vendor an invite to connect & enter their bank info so you can schedule ePayments for them. A banner on the vendor's detail page lets you know we're waiting for them to accept the invitation.

Tip: You can still schedule check payments to the vendor while waiting on them to accept the invite and add bank info for ePayments.

Add a new verified national vendor

Verified national vendors can include water, power, cable, phone, electric, and other well-known companies. These businesses are often part of a verified national vendor directory. Matching to a vendor in this directory connects you immediately, allowing you to pay electronically.

1. Select Contacts
2. Select Add Contact
3. Select Add Vendor
4. Enter Vendor name and select Continue
5. Enter Account number and select Continue, or select I don't have an account number if you don't have one
6. Enter Vendor ZIP code
   • We'll show you matching verified national vendors that exist in the directory
7. Select Connect next to the matching verified national vendor
   • If there is only one match, confirm the address listed matches the one on your bill and select Confirm
   • If there is more than one match, we'll ask you to select the one with the billing address match then select Continue

You're connected immediately and can pay them electronically.

If we don't find a matching vendor, you can invite the vendor to join our network, or manually add the vendor's details and pay them with checks

Add a new check vendor

1. Select Contacts
2. Select Add Contact
3. Select Add Vendor
4. Enter Vendor name and select Continue
5. Enter Account number and select Continue, or select I don't have an account number if you don't have one
6. Enter Vendor ZIP code
   • If any matching vendors exist in our network, we'll show you a list. If you want to connect, you can connect with the existing vendor, or continue with step 7 below
7. Enter your vendor's details
   • If your vendor has a different pay to name, select This vendor has a different pay to name to expose the Pay to name field and enter the pay to name
   • Vendor type: Select Business or Individual
   • Address: Enter their street address
     • Select Add address line if there is additional address information to include
   • City
   • State
   • ZIP code
   • Email address
   • Payment method: select Check for paper checks
8. Select Add Vendor

Add a new ePayment vendor using their bank info

1. Select Contacts
2. Select Add Contact
3. Select Add Vendor
4. Enter Vendor name and select Continue
5. Enter Account number and select Continue, or select I don't have an account number if you don't have one
6. Enter Vendor ZIP code
   • If any matching vendors exist in our network, we'll show you a list. If you want to connect, you can connect with the existing vendor, or continue with step 7 below
7. Enter your vendor's details
   • If your vendor has a different pay to name, select This vendor has a different pay to name to expose the Pay to name field and enter the pay to name
   • Vendor type: Select Business or Individual
   • Address: Enter their street address
     • Select Add address line if there is additional address information to include
   • City
   • State
   • ZIP code
   • Email address
   • Payment method: select ePayment, and enter the vendor's bank info:
     • Bank account holder's name
     • Routing number
     • Account number
8. Select Add Vendor

The bank account is saved. Within 1-2 bank business days, we will send a test deposit of $0.01 (a penny) to your vendor's bank account to confirm it's able to receive payments, and this will not be debited back.

• If the test deposit is not successful, we will invalidate the bank account and inform you via email. You will need to add a new bank for the vendor if you want to send ePayments. Until you add a new bank account, the payment method will default back to Check.

Change a vendor from check to ePayment by adding their bank account

If your existing check vendor has provided you their bank account information, you can convert them to an epayment vendor by adding it to their vendor record.

1. Select Contacts
2. Select the vendor
3. Select Edit
4. Select ePayment under Payment method
5. Enter the bank account information:
   • Bank account holder's name
   • Routing number
   • Account number
6. Select Save

The bank account is saved. Within 1-2 bank business days, we will send a test deposit of $0.01 (a penny) to your vendor's bank account to confirm it's able to receive payments, and this will not be debited back.

• If the test deposit is not successful, we will invalidate the bank account and inform you via email. You will need to add a new bank for the vendor if you want to send ePayments. Until you add a new bank account, the payment method will default back to Check.

Change a vendor from ePayment to check

If you no longer want to pay a vendor via ePayment and would like to pay them by check, the steps differ depending on how the vendor was set up for ePayment.

Network vendor

If you connected with the vendor via our network, you'll need to create a new vendor record and add the vendor manually. See the Add a new check vendor section in this article for more information.

If you no longer need the ePayment vendor record, you can simply archive it. See the Archive a vendor section in this article for more information.

Vendor with manually added bank info

If you added the vendor's bank account information manually, edit the vendor and change them back to check payments:

1. Select Contacts
2. Select the vendor
3. Select Edit
4. Select Check under Payment method
5. Select Save

Edit an existing vendor

1. Select Contacts
2. Select the vendor
3. Select Edit
4. Edit the necessary details
5. Select Save

Note: Network connected vendors maintain their own account to receive payments. To make official changes, ask your vendor to make updates in their account as well. Any edits you make will save on your end only.

Edit a vendor's bank account

1. Select Contacts
2. Select the vendor
3. Select Edit
4. Select Edit in the Vendor bank info section
5. Make the necessary edits
6. Select Save

To protect our customers from Business Email Compromise situations, your vendor will receive an email asking them to confirm their bank information. The email will be titled: "We noticed a change to your bank account information". From the email they'll be able to take the following steps:

1. Your customer will select Confirm now within the email they receive
   • They'll see a screen that informs them of:
     • Previous bank information: Bank account ending in < last 4 digits >
     • Updated bank information: Bank account ending in < last 4 digits >
2. Your customer will then have the option to select:
   • I didn't request this - this option directs your customer to contact you to discuss the change to prevent payment fraud
   • Confirm change - this option informs the customer they have successfully confirmed the bank account change

Archive a vendor

1. Select Contacts
2. Select the vendor
3. Select the three more options dots next to Edit
4. Select Archive Vendor
5. Select Confirm

For auditing purposes, archived vendors can't be completely removed from your account, but you can't pay an archived vendor.

Restore an archived vendor

1. Select Contacts
2. Select the drop down arrow next to Active
3. Select Archived
4. Select the archived vendor
5. Select restore vendor

Things to know

• You can archive a vendor, which keeps the bill and payment history but doesn't allow you to send new payments. When you'd like to resume payments, you can restore the vendor.
• When you archive a vendor, all autopay rules for that vendor will be archived.
• The maximum number of characters that'll print on the pay to field of a check is 60
• Per federal regulations, a full address is required for a vendor record before you can schedule a payment to that vendor
• An email address is also required for every vendor to help prevent fraud and maintain the accuracy of our payment network