Suppliers & Coding Rules

Overview

Suppliers appear here automatically as invoices are processed, and you can also add a supplier yourself before its first invoice arrives. For each one you can see how many invoices and learned coding rules it has, assign an industry and a default account, and fine-tune per-line-description rules. Clean supplier data directly improves automatic coding and exports.

The Supplier List

Each row shows the supplier name (with its aliases underneath), invoice count, learned rule count, an Industry dropdown, and a Default account picker. The list is searchable by name or alias.

• Industry — helps the AI pick plausible accounts for this supplier (e.g. Software & SaaS, Professional Services, Logistics & Shipping)
• Default account — the account used for this supplier's lines when no more specific rule matches. When no default is set but a clear pattern exists, the row shows a "Mostly coded to …" hint instead.

Adding a Supplier Manually

You don't have to wait for a supplier's first invoice to set up its coding. Click Add supplier above the list and fill in:

• Supplier name (required)
• Other names — comma-separated spellings the supplier uses on its invoices, e.g. "Hetzner, Hetzner Cloud"
• Website or email — the supplier's own domain, e.g. hetzner.com or billing@hetzner.com. Public mailbox domains such as gmail.com aren't accepted, because they don't identify a company.
• VAT / tax ID
• Industry and Default account — the same settings as in the list. A default account can only be chosen once you have a chart of accounts; until then the form links to it.

Click Save supplier. The supplier opens right away so you can add line-item rules, and it is marked Added manually in the list.

If the details clash with an existing supplier:

• Name already used — another supplier already has this name or other name, so a new one would never receive invoices. Click Open [supplier] and add your rules there instead.
• VAT ID already used — it's most likely the same company. Click Add the names to [supplier] to keep one supplier: your names and website are added to it, and the industry and default account you picked are applied only if it doesn't have its own yet. Or click Create a separate supplier if they really are different suppliers.
• Domain already used — the supplier is created, with a warning: invoices whose name matches neither supplier can still be matched to the other one by domain.

Coding rules apply to invoices coded after you set them. To apply them to invoices you already have, select those invoices in the invoice list and use Auto-code line items from the bulk actions.

Deleting a manually added supplier

While a manually added supplier has no invoices yet, expand its row and click Delete supplier to remove it together with its coding rules. Once an invoice has been matched to it, it works like any other supplier and can only be merged.

Merging Duplicates

When several supplier entries look like the same company, an amber banner shows "[N] possible duplicates found". Suggestions are based on, in order of confidence:

• Same tax ID
• Same email domain
• Similar name

Click Merge into [name] to fold the duplicates into the supplier with the most invoices. You can also merge manually: select two or more suppliers with the checkboxes, choose which one to keep, and click Merge selected.

Merging moves all invoices and coding rules to the kept supplier; the merged names become its aliases, so future invoices from those senders resolve to it automatically. Suppliers created from invoices can't be deleted — only merged (a manually added supplier can be deleted until its first invoice arrives).

Line-Item Rules

Expand a supplier row (chevron) to see its line-item rules — coding rules tied to specific line descriptions (e.g. "software license" → account 6820). Each rule shows its source (Manual, AI, or Imported), how many times it's been used, and a delete button. Add a rule with the line-description field and account picker below the list.

How Coding Resolves

When a new invoice line is coded, Tailride checks in order:

1. A line-description rule for this supplier matching the line
2. The supplier's default account
3. AI classification against your chart of accounts, using the supplier's industry as context

Confirmed codings become new learned rules, so accuracy improves as you work.