How do I see total spend with one supplier?

Keep every invoice from that supplier as an expense under one consistent vendor record, then review the grouped expenses each month — Cash Workspace keeps them together so the total is easy to read.

Does Cash Workspace pay my vendors?

No. It does not process or send payments. You record each vendor invoice as an expense, attach it, and note whether you've paid it — payment itself happens through your own bank or provider.

How does this help with 1099s at year-end?

Because each vendor's invoices and source documents are grouped under one record, you can pull what you need per vendor quickly. Cash Workspace does not generate or file 1099 forms.

Cash Workspace

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Small business finance · Vendor records

One clean record per supplier you pay

When you buy from a dozen recurring suppliers, their invoices, account numbers, and payment statuses get muddled — and at year-end you can't say what you spent with any single vendor. A record per supplier, with invoices attached as expenses and a monthly spend review, fixes that. Cash Workspace gives you one place to keep each vendor's invoices, notes, and status together, which also makes 1099 source-document gathering far easier.

Start a free workspace Supplier payment status

The problem

Why vendor records get muddled

Vendor information lives in invoices, emails, and your memory, so no single supplier's full picture is ever in one place.

You can't see total spend with one supplier across the year.
Account numbers and contact details are buried in old emails.
Some vendor invoices are paid, some aren't, and there's no status to check.
Recurring suppliers' invoices are mixed in with one-off purchases.
At year-end, gathering 1099 source documents means hunting vendor by vendor.

The workflow

Organize records vendor by vendor

Create one record per supplier, attach their invoices as expenses, and review spend monthly.

1
Create a record per supplier
Set up one record for each vendor with a consistent name so everything groups under it.
2
Attach invoices as expenses
Record each vendor invoice as a categorized expense and attach the invoice to it.
3
Note payment status
Mark each vendor expense paid or unpaid so you know what's still owed.
4
Keep account details in notes
Store the contact, account number, and terms in the vendor's notes so they're always at hand.
5
Review per-vendor spend monthly
Once a month, look at each supplier's total to spot price creep or duplicate charges.
6
Gather source documents at year-end
Use the per-vendor grouping to pull 1099 source documents quickly at year-end.

Record structure

What to record for each vendor

A consistent set of fields keeps each supplier's full picture in one place.

Vendor name: A consistent supplier name so all records group together.
Account number: Your account or customer number with that vendor, kept in notes.
Contact details: Phone, email, or rep so you can reach them quickly.
Attached invoices: Each vendor invoice recorded as an expense with the document attached.
Payment status: Paid or unpaid noted per invoice so balances are clear.
Expense category: The category each vendor's spend falls under for consistent records.
Terms note: Payment terms (e.g. net 30) kept in the vendor's notes.
Monthly spend note: A running per-vendor total reviewed each month.

Example setup

An example vendor records setup

How a single recurring supplier looks in your workspace.

Vendor: Riverside Supply Co

Every invoice attached as an expense, with paid/unpaid status and the account number in notes.

Vendor: City Print Shop

Monthly printing invoices, categorized, with terms and contact in notes.

Vendor spend review

A monthly note of each supplier's total to spot increases or duplicates.

1099 source documents

Source documents grouped by vendor, ready to pull at year-end.

Common mistakes

Mistakes to avoid

Spelling a vendor's name differently each time, so records don't group.
Attaching invoices but never noting whether they're paid.
Keeping account numbers in email instead of the vendor's notes.
Mixing recurring suppliers with one-off purchases.
Skipping the monthly review, so price creep and duplicate charges go unseen.

How it helps

How Cash Workspace helps

One record per vendor

Group every invoice, note, and status for a supplier under one consistent record.

Invoices attached as expenses

Record each vendor invoice as a categorized expense with the document attached.

Payment-status notes

Mark each vendor expense paid or unpaid so you always know what's owed.

Year-end grouping

Use per-vendor grouping to pull 1099 source documents quickly at year-end.

Supplier payment status

Track what you still owe each supplier.

1099 vendor documents

Organize vendor source documents for year-end.

Vendor statement reconciliation

Compare vendor statements against your records monthly.

Expense categories

Categorize vendor spend consistently.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Vendor records FAQ

How do I see total spend with one supplier?: Keep every invoice from that supplier as an expense under one consistent vendor record, then review the grouped expenses each month — Cash Workspace keeps them together so the total is easy to read.
Does Cash Workspace pay my vendors?: No. It does not process or send payments. You record each vendor invoice as an expense, attach it, and note whether you've paid it — payment itself happens through your own bank or provider.
How does this help with 1099s at year-end?: Because each vendor's invoices and source documents are grouped under one record, you can pull what you need per vendor quickly. Cash Workspace does not generate or file 1099 forms.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep every supplier in one record

Start a free workspace and give each vendor a single record with attached invoices, payment status, and account details so spend and source documents are always organized.