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 AP 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.