Overview

Now that you've connected your accounting software to Everflow Pay, there's one more concept to understand before we talk about syncs: Payee-to-Vendor mapping.

Mapping is how Everflow Pay knows which of your Payees correspond to which Vendors (or Contacts) in your accounting software. It's the link between the two systems, and without it, Everflow Pay can't sync financial data for that Payee. Their bills and payments simply won't appear in your books.

What Is Vendor Mapping?

In Everflow Pay, the Affiliates or Partners you're paying are called Payees. Depending on your accounting software, those same people and companies are called either Vendors or Contacts.

Mapping is the process of linking each Everflow Pay Payee to the correct record in your accounting software.

Why Mapping Matters

Without mapping, Everflow Pay doesn't know which Vendor (or Contact) in your accounting software corresponds to a given Payee.

In other words: no mapping = no sync. It's that simple. Every Payee you want to appear in your accounting software needs to be mapped. When a Payee is mapped to a Vendor, Everflow Pay knows exactly where to create financial records when payments are approved.

Accessing Vendor Mapping

Initial Setup

Once you've configured your Expense Account, as shown in the previous article, you'll be shown a view to map your Payees to Vendors.

This is the only manual step required after connecting your accounting software. Locate each Payee name on the left and select the corresponding Vendor from the dropdown menu on the right. You can only match one Payee to one Vendor — once matched, the Payee shows a MATCHED tag.

If you have recently added new vendors to your accounting software, click the Fetch Vendor List button to refresh your data.

You are not required to map all (or any) Payees during the initial setup. You can always access and update Mappings later from the Mappings tab.

Once done, click Next. You'll then be invited to review your mappings. Click Save to confirm your selections.

Managing Payee-to-Vendor Mapping

Once your Payees have been mapped, you can manage them in the Mappings tab of the Accounting Integration page.

The Mappings Tab

MANAGE → Accounting Integration → Mappings tab

The Mappings tab shows all of your Everflow Pay Payees and their corresponding Vendors in your accounting software.

The Summary Bar

At the top of the Integration Overview page, the Mapping section of the Summary bar shows:

• [#] Active Mapping(s) — Payees with valid vendor mappings
• [#] Inactive Mapping(s) → Click "View" to filter the Mappings tab to Inactive only
• [#] Unmatched Mapping(s) → Click "Map Payee(s)" to open the mapping modal

This gives you a quick health check without scrolling through the table.

Understanding the Table

Columns

Mapping Status: Reference

Every mapping has one of three statuses:

Xero users: Archiving a Contact will cause the mapping to become Inactive.

Editing a Single Mapping

To change which Vendor a Payee is mapped to:

1. Find the Payee in the Mappings table
2. Click the row action menu (three-dot icon on the right)
3. Select "Edit"
4. The "Edit Mapping(s)" modal opens

The Edit Mapping(s) Modal

Vendor Selection

Use the search dropdown to find and select a Vendor by name, email, or phone. The dropdown shows all Vendors from your accounting software. The vendor preview shows an "External Vendor ID" field — this is the Vendor's ID in your accounting software, useful for cross-referencing records between systems.

Refreshing Vendor Data

Click "Fetch Vendor List" to refresh the vendor list from your accounting software. The "Latest Data Refresh" timestamp shows when the vendor list was last updated.

Refreshing only updates the available vendor list — it does not automatically re-match any Payees.

Saving

Click "Save" to save the new mapping, or "Cancel" to discard changes.

Bulk Editing Mappings

To edit multiple mappings at once:

Matching Unmapped Payees

If you have unmapped Payees (Payees with no Vendor assigned), you can map them from three places:

All three open the Map Payee modal, which works the same as the Edit Mapping(s) modal described above.

When Mappings Break

Mappings can become Inactive when something changes in your accounting software — most commonly when a Vendor is deleted, deactivated, or archived.

What You'll See

How to Fix It

Refreshing Vendor Data

To get the latest list of Vendors from your accounting software, use the "Fetch Vendor List" button. This is available in:

• The Edit Mapping(s) modal
• The Map Payee modal
• The initial setup wizard (Map Payees step)

Re-activated vendors: If you re-activate a previously deactivated Vendor in your accounting software (e.g., restoring a deleted Vendor in QuickBooks), Everflow Pay does not automatically detect the change. You must click "Fetch Vendor List" to refresh, then manually re-map the Payee to the restored Vendor.

Currency-less vendors: Some Vendors in Xero or NetSuite may not have a currency set. This is handled gracefully — these Vendors will still appear in the vendor list and can be selected for mapping without issue.

Quick References

Tips

• Check your mappings regularly — especially after making changes in your accounting software (deleting vendors, deactivating accounts)
• Use the Summary bar for a quick health check — the Inactive and Unmapped counts tell you if anything needs attention
• Refresh the vendor list before making changes if you've recently added or modified Vendors in your accounting software
• Unmapped Payees won't sync — if you want all payments to appear in your books, make sure every active Payee has a mapped Vendor