Contacts represent both customers and vendors in Ambrook. You can manage your contacts by going to Settings -> Contacts. You can also access customers and vendors from invoices and bills, respectively.
When creating customer and vendors, there are several options to store relevant information:
Create subcontacts: if your customer has a shipping and billing address, you can use the subcontacts to keep information for both instances. You may also want to send an invoice to multiple email addresses, which you can select when you send the invoice.
Internal information: You can add additional information about the customer or vendor, such as the Delivery Location and any internal notes about the customer.
Track Legal and Bank information: store sensitive information like EINs and SSNs, and store routing and account numbers for direct deposit bill payments via ACH. Only admins on your account will be able to view and edit. You can also check the checkbox Track payments for 1099 for vendors that will need a 100 at the end of the year.
Attach important tax documents to a Vendor contact: use this to collect W9s and other key information necessary for tax prep.
Tracking vendor expenses
Ambrook has a variety of features that allow you to track information related to your contacts, including:
How much your customers owe you, and who is delayed in their payments
How much you owe your vendors, and where you might be overdue on your bills
1099 vendors to be able to support tax filing at the end of the year.
1099-eligible vendors that you work with. Use these to keep your vendor contact information up-to-date throughout the year, and avoid the tax prep rush in spring.
See your expenses by Vendor: To evaluate whether a vendor should receive a 1099, you can download an “Expenses by Vendor” report via Settings → Export (underneath the “Bills” section). You can choose a time range and whether you’d like the data on a cash or accrual basis.
Add legal details to a Vendor contact: Under Settings → Contacts, you’ll find a list of your customers and vendors. Selecting a contact will open up a panel with a variety of informational fields, including a Legal section. Use this to store sensitive information such as EINs and SSNs – only admins on your account will be able to view and edit. You can also use the checkbox "Track payments for 1099" on a vendor for those you expect to need an 1099 at the end of the year.
You can associate transactions with a contact to quickly see activity associated with a particular contact.