> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).

# Add, edit, deactivate or merge a vendor or customer

Create a vendor or customer before their first bill or invoice, keep their details current, stop offering one you no longer use, and merge duplicates.

## Add a vendor or customer

1. In the left navigation, click **Vendors** (or **Customers**).
2. Click **New vendor** (or **New customer**) at the top right.
3. Enter the **Name**. It's the only required field.
4. Optionally add **Email**, **Phone**, **Website**, **Tax registration number** and the **Billing Address**. The country starts as your company's country, and the address labels follow it (for example **State** and **ZIP Code** for the United States).
5. Leave **Active** on, then click **Create vendor** (or **Create customer**).

![The New vendor form: name and contact details, billing address, the Active switch, then Create vendor](https://www.zerabooks.com/help/shots/parties-new-vendor-form.png)

You don't have to add vendors in advance. A vendor is also created when you approve a bill from a new vendor, and you can type a new name wherever you pick a vendor.

## Edit a vendor or customer

1. Click the vendor's name on the **Vendors** page to open it.
2. Click **Edit vendor**.
3. Change the details and click **Save**.

If the name you type already belongs to another record, ZeraBooks says so: "“…” already exists. Open that one instead, or merge the two below". Two records with one name make their history ambiguous.

## Deactivate one you no longer use

Open the vendor, click **Edit vendor**, turn **Active** off and click **Save**.

An inactive vendor stays on every bill and transaction it already touches. It just stops being offered when you pick a vendor. Turn **Active** back on to offer it again.

![Editing a vendor: turn Active off to stop offering it, or merge a duplicate into the record that stays](https://www.zerabooks.com/help/shots/parties-edit-deactivate-merge.png)

## Merge duplicates

If the same vendor was entered twice:

1. Open the duplicate you want to remove and click **Edit vendor**.
2. Under **Same vendor, entered twice?**, choose the record that stays.
3. Read the summary: every transaction and document moves to the record that stays, and the duplicate is deactivated.
4. Click **Merge into …**

{% hint style="warning" %}
A merge can only be undone by splitting the records again by hand. Check you've picked the right record to keep before you click **Merge into …**.
{% endhint %}

## Frequently Asked Questions

<details>
<summary>How do I add a vendor before their first bill?</summary>

On the **Vendors** page, click **New vendor**, enter the name and click **Create vendor**. It's then offered whenever you pick a vendor on a bill or transaction.
</details>

<details>
<summary>Can I delete a vendor or customer?</summary>

No. Turn **Active** off instead. The record stays on everything it already touches, so your history stays intact, but it's no longer offered when you pick.
</details>

<details>
<summary>How do I merge two vendors that are the same business?</summary>

Open the one to remove, click **Edit vendor**, choose the record that stays under **Same vendor, entered twice?**, and click **Merge into …**. Everything moves to the record that stays.
</details>

<details>
<summary>What does "A name is required" mean?</summary>

The **Name** field is empty. Enter the business or person's name, then save.
</details>

<details>
<summary>Do I need a vendor's bank details to pay them?</summary>

No. ZeraBooks never pays vendors or moves money, so it doesn't ask for bank details. Payments are matched from your bank or card statements.
</details>

<details>
<summary>I created a vendor with a name I deactivated earlier. What happens?</summary>

Saving that name brings the earlier record back, with its history, instead of creating a second one.
</details>

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