Summary (TL;DR): Learn how to permanently delete unused vendors from your domain, or safely decommission duplicate vendors to preserve historical financial reporting data.
Prerequisites
You must have Purchaser role permissions or a custom role with access to Manage Vendors.
The vendor must not have any active or open Purchase Orders linked to them.
Part 1: How to Delete a Vendor
You can permanently delete vendors that were added by accident or are no longer in use by your organization.
Navigate to Procure > Vendors on the left-hand navigation bar.
Locate and select the specific vendor you want to remove.
Click the More Options (three dots) button on the right-hand side of the vendor's address information.
Select Delete Vendor from the drop-down menu.
Click Confirm within the pop-up window to finalize the deletion.
Part 2: How to Handle Duplicate Vendors (Decommissioning)
Procurify does not currently support merging two vendors together. If you delete a duplicate vendor, you will permanently remove its historical data from the Reports module and break any existing QuickBooks Desktop vendor mapping.
Instead of deleting a duplicate vendor with historical spend, we highly recommend decommissioning it to preserve your data.
How to Decommission a Vendor
Navigate to Procure > Vendors and select the duplicate vendor.
Edit the vendor's name to clearly indicate it is inactive by adding "DO NOT USE" or "Decommissioned" (e.g., "Office Depot - DO NOT USE").
Ensure you remove the Preferred Vendor tag if it is applied.
Remove the decommissioned vendor from any active items in your Product Catalog.
Click Save. This prevents your team from selecting the wrong vendor on future requests while preserving your accurate financial history.
Important Considerations and Restrictions
Data Backups: If you choose to permanently delete a vendor, always export your Orders, Expenses, Purchase Orders, and Bills first. This ensures you retain a secure offline backup of your financial data.
Open Purchase Orders: You cannot delete a vendor if they are currently linked to an open Purchase Order. You must manually close or cancel those orders before the system will allow the deletion.
Bulk Deletion: It is not possible to delete vendors in bulk. You must delete each vendor individually.
Supplier Portal Vendors: You cannot manually delete vendors connected via the Supplier Portal (such as active PunchOut integration suppliers).