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If a vendor profile shows Incomplete (Draft), it is missing information Rho needs before a payment can go out — most often a payment account. This article covers how to activate a stuck profile and how to avoid or clean up duplicates. What does an Incomplete or Draft status mean? An active vendor profile is required to send payments in both Banking and the Bill Pay module. A profile stays in Draft until every required field is filled in — the vendor's name, required details, and at least one payment account. You need the Manage Vendors permission to create or edit vendors. My vendor finished the invite link, but the profile still shows Incomplete. What now? Sometimes a vendor completes the invite flow and the profile still won't activate. Work through these steps in order: Open the profile from Vendors and check what is actually missing. Look for empty required fields, and confirm a payment account is saved on the profile. If information is missing, resend the invite. Vendors receive automatic reminders, and you can send a manual reminder from Vendors > Drafts . If the profile has everything but still won't activate, the reliable fix today is to delete the profile and re-create it. Re-create it manually with the vendor's payment details, or create a fresh profile and send a new invite. We know this is not elegant — it is the fix that works. How do I avoid creating duplicate vendors? Pick one creation path per vendor and stick with it. Rho offers several ways to create a vendor: Manual entry ( Vendors > + Create Vendor ) Inviting the vendor to complete their own profile Auto-created draft vendors from the Bill Pay inbox Bulk upload through the Rho Client Service team Merchant-to-Vendor auto-creation in your accounting integration Using two paths for the same vendor creates two profiles. The most common case: you invite a vendor, then also enter them manually while waiting — that produces a duplicate. Merchant-to-Vendor uses smart matching to avoid creating duplicates in your ERP, but duplicates created inside Rho by dual entry paths must be cleaned up yourself. Archive or delete the extra profile, keeping the one with the correct payment account. What if a payment is already drafted against the wrong or duplicate vendor? Check the payment method on that specific profile. A destination or payment-method error means the method isn't saved on the profile the bill points to — it may live on the duplicate. Add the payment account to the correct profile, or re-create the bill against the right vendor, then archive the extra. When should I contact support? If a profile still won't activate after a delete-and-recreate, contact support — a real human is available 24/7 by phone, in-app chat, or SMS. Include the vendor's name, what the vendor sees on their end (a screenshot of their confirmation helps), and screenshots of the profile's status in your dashboard. Phone: 1 (855) 7-GETRHO.

What does Rho support? Rho allows you to export vendor details collected to support annual 1099 filing. If you collect W-9s with Rho , W-9 details are available in the Vendor CSV export for you to use for 1099 filing directly to the IRS or with your vendor of choice. Note: For those who filed 2023 1099-MISC or 1099-NEC with Rho, PDF copies of 1099s will be available on the Vendor Profile for export.

You can personalize the emails sent to your vendors by specifying a contact person and adding a custom message to the email footer. This customization allows your contact person's name, phone number, and email address on record with Rho to appear in all vendor notifications. You can also include a tailored message that will be sent to all vendors for different payment and other notifications. To set your customized vendor message: Navigate to the Settings page in your Rho dashboard. In the Configuration section, click on Vendor Messaging . Click on the Change button and enable the custom email message. Select the Rho contact person. This information will appear in the footer of all vendor notifications. Add your custom message that you want to include in vendor communications. Click Save to apply your changes. Your vendors will now receive emails that include your custom message and contact information, ensuring clear and consistent communication. For more information about vendor notifications, please check out our article: How to set up vendor payment notifications

You can set any of a vendor's saved payment accounts as the default — no need to remove or re-add accounts. Go to the Vendors tab and open the vendor's profile. Find the payment account you want to use by default. Click the ellipsis (⋯) next to that account and select Set as Default . The default account shows a Default badge, and Rho selects it automatically when you create a payment for that vendor. You can still choose a different account on any individual payment before submitting. For more on managing vendor profiles and payment accounts, see How to Manage Vendors in Rho .

How to create Vendors in Rho An active Vendor profile is required in Rho to make payments in both our Banking and Bill Pay module. Rho supports a few ways to get your vendors' information and payment methods configured and ready for payment. The first way is to manually create a Vendor. Navigate to Vendors > + Create Vendor . Note: users must have Manage Vendors permission to create & edit vendors Follow the prompts to add relevant information about the vendor. You can always save progress as a Draft vendor if you need to return to it later. Set a Default Payment Account for Vendors You can set a default payment account directly at the Vendor level. If a Vendor has multiple payment accounts saved, you can choose which account should be used by default — no need to remove or re-add accounts. Each payment account also displays a Default badge, making it easy to identify the active account at a glance. To update a vendor’s default payment account: Navigate to the Vendors tab. Navigate to the Vendor profile by clicking on the vendor you want to set the default payment method for. Click the ellipsis (⋯) next to the payment account you wish to make the default. Select Set as Default . Note: Existing default payment method settings will continue to work during the transition. Mapping Vendor If your Rho account is integrated with one of our accounting integrations, you will have the option to create a mapping rule for this new vendor. You can decide either: Create a new Vendor in your ERP When you activate this vendor profile, a new Vendor record with the Legal Name indicated prior will be created in your ERP Map to an existing Vendor record Will show you the vendor attributes we have read from your ERP. If you are missing a value, please head to Accounting > Dashboard > Refresh Mapped vendors will automatically associate transactions to this record in your ERP. Invite Vendor You always have the option to request that a vendor create their own profile by entering + Create Vendor , adding the profile name, and inviting the vendor to complete their profile. Learn more about this here . Create Vendors from Bill Pay If you are leveraging Rho Bill Pay, when we read the invoice information and do not recognize the vendor on the invoice, we give you an option to create the Vendor profile right from the bill pay screen. You can create a new vendor profile and we will automatically populate the vendor and payment information based on the invoice provided. All you need to do is review and create. Bulk Upload Vendors Should you have many vendors and payment information on file that you wish to bring to Rho, we are happy to assist you in bulk uploading these details for you. See more details here . Once you have an active Vendor, you can add relevant Tax documents like W-9 forms to their profile, create mapping rules for automating payment reconciliation to this vendor, and review transaction history on the vendor's profile. Note : Paying a bill through the Bill Pay workflow does not currently support Vendor Cards . You’ll be prompted to add an alternative payment method. Internal notes for vendors You can now add internal notes to vendor records to store context for your team. Notes are only visible within Rho and aren't shared with vendors or included in payment workflows. To add a note: Go to Vendors . Select a vendor. Click Edit . Add your note in the Internal notes field. Save your changes.

To invite a vendor, select + Add Vendor and add required fields, and select Invite Vendor to Complete Profile The vendor will receive an email inviting them to complete their profile. Vendors will receive auto reminders to complete information and can be manually reminded from Vendors > Drafts .

Rho's Vendor management solution now allows you to collect & store Vendors' W-9 forms on the Rho Vendor profile. How to collect Vendors' W-9 forms You first need to have an active vendor profile. Then select the Vendor's profile > navigate to Tax Files > Select New W-9 Form If you already have a W-9 form on file for this vendor and want to attach it to their profile, select the Upload & Verify option. If you don't have the W-9 on file, select Send Form to Vendor . For more information, see the article section How to Collect a W-9 from a Vendor . After selecting Upload & Verify, upload the W-9 form file to the Select File section. Note that the file must be a PDF, and the maximum file size is 15 MB. Read and select the attestation to upload the W-9 form. Once the W-9 form has been uploaded, please verify all fields parsed from it, read, and attest. The vendor profile will show the form, when it was added, and there will be an option to download the document: How to collect a W-9 Form from a Vendor After selecting Send form to Vendor, you will be prompted to confirm or enter their email address, read, attest & confirm before sending the request The vendor profile will show a status that the W-9 form is pending from the Vendor. Once received, the status will change to On file If the vendor has chosen the option to send externally , it will say Completed, and the form will not be available for download, unless uploaded by a user to the Vendor’s profile. This option means that the vendor provided the form in another way and not via a link: The vendor will receive the following email. The portal will be live for 60 days, during which time the Vendor can upload their W-9 form, review it, attest to the information's accuracy, and complete the submission. Requests that are not completed will expire & can be resent by the Rho user. How to export information All W-9 data is available via CSV export for use with the 1099 filing provider of your choice.

Clients can add individual vendors to Rho or upload multiple vendors in bulk. The Rho Client Service team performs this functionality on your behalf. What is supported: Adding vendors for domestic payments Only adding one payment method for 1 vendor at a time, If you wish to add more payment methods, you can do so after the bulk upload with the 1st payment method by selecting Add account on the vendor profile. To take advantage of this service, please contact your success associate for the upload CSV template, which you'll need to fill out. Please carefully follow our instructions for each column header Columns with (*) are required for all vendors. We have different requirements for columns based on 1) if the vendor is an individual or a business, or 2) what payment method you will be using to pay this vendor Fill out the formatted CSV with your desired vendors, then email the completed form to your Rho support team. You can expect to see your submitted vendors appear in your Rho dashboard under Vendors > Active within the next 1-2 business days. Any errors or issues with the CSV data may result in a processing delay. In this event, the Client Service team will reach out to you to resolve the issue.