Summary (TL;DR): Learn how to manage your vendor master data by updating details in bulk via CSV import, permanently deleting unused vendors, or safely decommissioning duplicate vendors to preserve historical financial records.
Prerequisites
You must have Purchaser role permissions or a custom role with access to Manage Vendors and Import Data.
NetSuite Users: If your domain integrates with NetSuite, do not update or import vendors via CSV in Procurify. Your vendor data must sync directly from NetSuite.
Part 1: How to Update Vendors in Bulk (CSV Import)
To successfully update multiple vendors without creating duplicates, you must use the official Procurify import template and explicitly command the system to update the records.
Step 1: Prepare the Update Template
Navigate to Procure > Vendors and click Export CSV in the top right-hand corner to download your existing vendor data.
Navigate to Settings > Import Data, locate the Vendors section, select Import CSV, and click Download Template.
Vendor Import template.csvOpen both files in your spreadsheet software. Copy the necessary information from your exported list and paste it into the corresponding columns of the blank import template.
Type the word UPDATE in the ACTION ON DUPLICATE column for every row you wish to modify. If left blank, the system may attempt to create a new vendor.
To bulk-change vendors to a "not preferred" status, locate the PREFERRED column and enter NO.
Save the completed file as a standard CSV.
Step 2: Format Specific Data Fields
Ensure your data adheres to Procurify's formatting requirements to prevent upload errors.
Vendor Import Data Dictionary
Vendor Import Data Dictionary
When filling out your vendor import or update CSV file, ensure your data adheres strictly to the character limits and formatting requirements below.
Note: If you are updating existing vendors, you must enter UPDATE in the Action on Duplicate column.
Excel Column | Column Name | Description | Required | Character Limit |
Column A | Name | Name of the vendor | Yes | 150 |
Column B | Address 1 | Vendor address | No | 300 |
Column C | City | City of vendor address | No | 50 |
Column D | State/Province | State or Province of vendor | No | 40 |
Column E | Zip/Postal Code | Vendor zip/postal code | No | 20 |
Column F | Country | Country of vendor | No | 80 |
Column G | Phone 1 | Vendor phone number | No | 20 |
Column H | Address 2 | Vendor address | No | 300 |
Column I | Phone 2 | Phone number of vendor | No | 20 |
Column J | Fax | Vendor fax number | No | 20 |
Column K | Vendor email | No | N/A | |
Column L | Comment | Comments about Vendor | No | N/A |
Column M | Contact | Vendor rep name | No | 50 |
Column N | URL | Website (Must begin with www or https://) | No | 200 |
Column O | External ID | Unique Vendor ID | No | 100 |
Column P | Payment Terms | Payment terms | No | N/A |
Column Q | Shipping terms | Shipping terms | No | N/A |
Column R | Shipping method | Shipping methods | No | N/A |
Column S | Payment method name | Payment method name | No | N/A |
Column T | Payment method type | Payment method type | No | N/A |
Column U | Payment method currency | Payment method currency | No | N/A |
Column V | Payable to | Payable to | No | N/A |
Column W | Routing number | Routing number (Requires 9 digits) | No | N/A |
Column X | Account number | Account number | No | N/A |
Column Y | Payee name | Payee name | No | N/A |
Column Z | Description | Description of payment method | No | N/A |
Column AA | Preferred vendors | Enter Yes or No to identify if this vendor is preferred. | No | N/A |
Column AB | Tax | Specify the name of your tax type. Tax % will not be accepted. Alpha characters only. | No | N/A |
Column AC | 1099 Eligible | Enter TRUE or FALSE. | No | N/A |
Column AD | Action on Duplicate | Enter UPDATE when modifying existing vendors. | No | N/A |
Vendor Name: The NAME* column is the only strictly required data field. The system uses this exact name to identify which vendor to update.
URLs: When adding a website in the URL column, you must format it starting with either www or https://.
ACH Payment Details: If updating payment details, the ROUTING NUMBER column must contain exactly 9 digits. Canadian companies should add a leading 0 before their 8-digit routing number (e.g., 012345678).
Step 3: Upload the Updated CSV
Navigate to Settings > Import Data.
Scroll down to the Vendors section and click Import CSV File.
Click Browse & Upload CSV, select your saved file, and click Open.
Click Import to apply the updates to your domain.
Part 2: How to Delete a Vendor
You can permanently delete vendors that were added by accident or are no longer in use. You cannot delete vendors if they are currently linked to an open Purchase Order.
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.
Can I delete vendors in bulk? It is not possible to mass delete vendors via the user interface. To bulk delete vendors, please contact your Procurify representative and provide a spreadsheet containing the exact vendor names you wish to remove.
Part 3: How to Decommission Duplicate Vendors
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 that has historical spend, we highly recommend decommissioning it to preserve your data.
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 currently applied.
Remove the decommissioned vendor from any active items in your Product Catalog.
Click Save.
This prevents your team from accidentally selecting the wrong vendor on future requests while preserving your accurate financial history.
Important Considerations and Restrictions
Data Backups: Before permanently deleting a vendor, always export your Orders, Expenses, Purchase Orders, and Bills. This ensures you retain a secure offline backup of your financial data.
Open Purchase Orders: You must manually close or cancel any open Purchase Orders linked to a vendor before the system will allow you to delete them.
Supplier Portal Vendors: You cannot manually delete vendors connected via the Supplier Portal, such as active Amazon PunchOut integration suppliers.