Manage Vendor Matching for DualEntry

DualEntry vendor matching lets Workspace Admins review and update the vendor assigned to non-reimbursable company card expenses before they export to DualEntry. Expensify imports your DualEntry vendor list, automatically matches vendors where possible, and lets admins set or update the Vendor field before export. This helps ensure expenses export with the correct vendor instead of requiring manual corrections in DualEntry.

Who can use DualEntry vendor matching

This feature is available to Workspace Admins whose workspace:

• Is connected to DualEntry.
• Has finished configuring the DualEntry connection.

No other setting is required. Once the DualEntry connection is configured, Vendors appears under More features in the Organize section, and the Vendor field appears on non-reimbursable expenses.

If your workspace isn’t connected to DualEntry yet, learn how to connect to DualEntry.

How vendors are matched to DualEntry company card expenses

Expensify assigns vendors automatically in the following order:

• If a workspace merchant rule specifies a vendor, that vendor is assigned.
• Otherwise, Expensify automatically matches the merchant name against your imported DualEntry vendor list. For example, STARBUCKS #456 DOWNTOWN matches Starbucks.
• If no match is found, the Vendor field remains empty until a Workspace Admin selects one.

Whenever a vendor is assigned automatically, Concierge posts a system message on the expense indicating whether the vendor was set by a merchant rule or by vendor matching.

The Vendor field appears only on non-reimbursable expenses. It isn’t shown on reimbursable expenses or on invoices.

How to select a DualEntry vendor on an expense

1. Open the non-reimbursable expense.
2. Select Vendor.
3. Search for the vendor by name.
4. Select the vendor you want to assign.

Once a vendor is selected manually, Expensify preserves that selection and won’t overwrite it with automatic matching.

Where to find your imported DualEntry vendors

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Workspaces > [workspace name].
2. Select Vendors.
3. Use Find vendor to search the list by name.

Vendors are managed in DualEntry, so the list is read-only in Expensify and refreshes when the connection syncs.

How to set a default vendor for DualEntry company card expenses

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Workspaces > [workspace name].
2. Select Accounting.
3. On the DualEntry connection, select Export.
4. Select Default vendor for all company cards.
5. Select a vendor from your imported DualEntry vendor list.

Default vendor for all company cards is used only when an expense doesn’t already have a vendor assigned.

How vendors export to DualEntry

When company card expenses are exported, Expensify assigns vendors in the following order:

1. The vendor selected on the expense.
2. The vendor set as Default vendor for all company cards in the DualEntry export settings.

How vendors that are no longer valid affect expenses

If a vendor assigned to an expense is removed or deactivated in DualEntry, the expense displays a Vendor no longer valid error, similar to category, tag, and tax violations.

Select an active vendor on the expense to clear the error.

FAQ

Do I have to set a vendor?

No. The Vendor field is optional.

Expensify automatically attempts to match a vendor using your imported DualEntry vendor list. If no match is found, the field can remain blank, and the expense exports using the vendor set as Default vendor for all company cards in your DualEntry export settings.

Does manually assigning a vendor stop automatic matching?

Yes. Once a Workspace Admin manually assigns a vendor to an expense, Expensify preserves that selection and won’t replace it with automatic matching.

Why don’t I see any vendors to choose from?

The vendor selector shows No vendors found when your DualEntry vendor list is empty. Add the vendors in DualEntry, then sync the connection again.

How do I know why Expensify assigned a vendor automatically?

When Expensify automatically assigns a vendor, Concierge posts a system message on the expense indicating whether the vendor was assigned by a merchant rule or by vendor matching.