Customers, vendors, and products & services

Three short lists sit behind your invoices and bills. Each one works the same way: search at the top, click a row to open it, and a button to add a new one.

Customers

Open All pages in the left sidebar, then under Sales click Customers.

Click New customer and enter a name. Email and phone are optional, but the email matters:

• It is where their invoices and receipts are sent.
• Customer statements need it, and skip anyone without one.
• Payment reminders need it too.

Click a customer to see their details and their invoice history.

Vendors

Open All pages, then under Purchases click Vendors.

Click New vendor and enter a name. Vendors are who your bills and expenses are paid to.

The 1099 column is the year-end view. A vendor you have marked for 1099 tracking reads W-9 needed until you have both their tax ID and their signed W-9, then it reads W-9 on file.

Tax IDs are stored encrypted and only the last four digits are ever shown again.

Products & services

Open All pages, then under Sales click Products & services.

These are the lines you reuse on invoices, so you are not retyping a description and a price every time.

1. Click New item.
2. Enter a Name and a Sales price.
3. Tick Sold to customers, Bought from vendors, or both.

Good to know:

• Each list shows 500 rows at a time. Past that, use the search box.
• Adding or editing any of these needs edit access to the workspace.
• Items are for reuse and pricing. BooksGPT does not track inventory quantities.

Updated on: 17/08/2026