Introduction
Duplicate vendors in QuickBooks Online can create unnecessary confusion in your financial records. Whether they were accidentally created due to a slight spelling difference or imported from an external job software, keeping your vendor list clean is essential for accurate bookkeeping. In this guide, Jon Markee, your Builder CPA, walks you through a quick and simple process to merge duplicate vendors in QuickBooks Online.
Identifying Duplicate Vendors
QuickBooks makes it easy to create new vendor records when entering a bill or expense. However, this can sometimes lead to duplicate vendors, especially when syncing with external job software like Buildertrend or JobTread. Here’s how to spot them:
Look for vendors with slight spelling differences (e.g., “Bob’s Burger Joint” vs. “Bobs Burger Joint”).
Check for transactions—if one vendor record has a history and the other does not, you likely have a duplicate.
Steps to Merge Duplicate Vendors
Once you’ve identified the duplicate vendors, follow these steps to merge them:
Select the Correct Vendor – Choose the vendor record you want to keep. A good rule of thumb is to pick the one with correct spelling and existing transactions.
Edit the Display Name – Click on the vendor profile you want to remove and change its display name to match the vendor you want to keep.
Confirm the Merge – When QuickBooks detects the identical display names, it will prompt you to merge the two records. Click “Yes” to proceed.
Verify the Merge – The duplicate vendor should now disappear, and all transactions will be consolidated under the correct vendor profile.
Retrieving Deleted Vendors
If you ever need to access a deleted vendor, QuickBooks allows you to retrieve inactive profiles:
Navigate to the vendor list.
Click the gear icon and check the box to Include Inactive vendors.
The deleted vendor will appear with a "deleted" status.
Conclusion
Keeping your vendor list clean in QuickBooks Online ensures accurate financial records and makes tracking expenses easier. By following these simple steps, you can eliminate duplicate vendors and maintain a streamlined bookkeeping process. If you have any questions, feel free to leave a comment on our video, and don’t forget to subscribe for more QuickBooks tips from Jon Markee, your Builder CPA!