---
title: "How do I add or invite a vendor?"
description: "Go to Contacts and click Add Contact. Invite the vendor by name and email so they add their own bank details, or click Add a Payee to enter their details yourself. Invitations expire after 30 days."
url: https://cleo-pay.com/help/add-or-invite-a-vendor
category: "Bills and approvals"
audience: [business]
updated: 2026-10-22
support: support@cleo-pay.com
---

# How do I add or invite a vendor?

> Go to Contacts and click Add Contact. Invite the vendor by name and email so they add their own bank details, or click Add a Payee to enter their details yourself. Invitations expire after 30 days.

To add a vendor, click **Contacts** in the sidebar, then **Add Contact**. You can invite the vendor by email, so they set up a free Cleo Pay account and add their own bank details. Or you can add them as a payee and type in their details yourself. An invitation stays open for 30 days.

## Invite a vendor

This is the usual way. The vendor enters their own bank account and tax details, so you don't have to collect them.

1. Click **Contacts** in the sidebar.
2. Click **Add Contact**.
3. Enter the vendor's **Display Name** and **Email**.
4. To invite more than one vendor, click **Add Another Line** for each one.
5. Click **Send Invitations**.

To invite a long list, click **Upload CSV** and pick a CSV file with a header row and two columns: one for the name and one for the email. You can send up to 200 invitations at a time.

## What the vendor gets

The vendor gets an email with the subject "[Your business name] invited you to Cleo Pay". It says your business uses Cleo Pay to send and receive payments by bank transfer, and it has an **Accept invite** button. The account is free for them.

When they accept, they set up their account and add the bank account you'll pay. After that they show on your **Contacts** tab.

You don't have to wait. You can add bills for an invited vendor and pay them right away. The payment shows as Held until they accept and add a bank, then it's sent on its own. See [How long do Cleo Pay payments take?](https://cleo-pay.com/help/how-long-do-payments-take) and, for what the vendor sees, [Someone paid you through Cleo Pay](https://cleo-pay.com/help/someone-paid-you-through-cleo-pay).

## Add a payee yourself

Use this when the vendor won't sign up, or you already have their details. You manage their payment details, not them.

1. Click **Contacts**, then **Add Contact**.
2. Click **Add a Payee**.
3. Enter a **Display Name**. **Emails** (up to 5) and **Phone Number** are optional.
4. Next to **Tax Information**, **Address** or **Bank Account**, click **Add** to fill in that section. Tax information is used for 1099s. The bank account is where you'll pay them.
5. Click **Add**.

You'll see "Contact added successfully".

## Track your invitations

Open the **Invitations** tab on the Contacts page to see every invitation you've sent.

| Status | What it means |
|---|---|
| Pending | Sent and waiting for the vendor to accept |
| Accepted | The vendor accepted and is now one of your contacts |
| Rejected | The vendor turned the invitation down |
| Cancelled | You withdrew the invitation |
| Expired | 30 days passed without an answer |

On a pending invitation you can:

- Click **Resend** to send the email again. This also gives the vendor a fresh 30 days.
- Click **Reject**, then **Yes, reject it**, to withdraw it. The status changes to Cancelled.

When an invitation is withdrawn or expires, any draft bills for that vendor are cancelled, and any Held payment to them is sent back to you. If you still want to pay them, send a new invitation or add them as a payee.

## Share a link instead

Your business also has a link vendors can use to connect with you, without you inviting them one at a time. Put it on an onboarding form or send it in an email.

1. Click **Settings**, then **Shareable Links**.
2. Make sure **Enable Public Invitations** is on.
3. Copy the **Direct Link**.

A vendor who opens the link and signs up is added to your contacts right away. The same window has an **Embed Widget** link and **HTML Embed Code** if you want to put it on your website. Click **Regenerate** to turn off every link you've shared and get a new one. You can also copy the link from **Invitation Link** at the top of the Add Contact panel.

Only admins can see **Settings**.

## If it doesn't work

If you see "Connection already exists with this business email", that vendor is already one of your contacts. If you see "Pending invitation already exists for this email", use **Resend** on the **Invitations** tab instead.

If you don't see **Add Contact**, your role doesn't let you add contacts. Ask an admin on your account.

If a vendor says they never got the invitation, ask them to check spam, then click **Resend**. If it still doesn't arrive, email support@cleo-pay.com with the vendor's name and the email address you invited.