LienWaiver.pro

Matching QBO Vendors to Contacts

•4 min read•By LienWaiver.pro

Overview

When you connect QuickBooks Online, LienWaiver.pro imports your vendor list but doesn't automatically know which vendors are subcontractors. The vendor mapper lets you link each QBO vendor to a LienWaiver.pro contact, so that when you generate waivers from bills, the contact details are already there.

Matched vendors also stay in sync: if you update a vendor's name, email, or phone in QBO, those changes carry over to the linked contact automatically.

The vendor mapper

Go to Dashboard > QBO > Vendors to open the mapper. You'll see your full vendor list pulled from the last QBO sync, along with the bill count and total billed amount for each vendor. This gives you context on which vendors are active and worth setting up.

For each vendor, you have three options:

  1. Match to existing contact: Links the vendor to a contact already in your LienWaiver.pro roster. The system automatically suggests a match based on company name similarity, and shows a confidence score so you can judge the suggestion before accepting it.
  2. Create new contact: Creates a new contact in LienWaiver.pro using the vendor's details from QBO. Use this for subs that aren't in your contact roster yet.
  3. Skip: Leaves the vendor unlinked. Useful for vendors that aren't subs (material suppliers, utilities, etc.) or that you don't intend to collect waivers from.

Automatic suggestions

The mapper runs fuzzy name matching against your existing contacts when the page loads. Normalized company names (stripped of punctuation, capitalization, and common suffixes like "LLC" or "Inc") are compared, and the closest match is surfaced as a suggestion.

You don't have to accept suggestions. Review the confidence score and the matched contact name before confirming. A high-confidence match on a vendor you recognize is safe to accept. A low-confidence match on a vendor with a common name is worth checking manually.

Bulk actions

If you have a large vendor list, use Select All Suggested to accept every high-confidence suggestion at once, then review the remainder individually. Deselect All clears any pending selections if you want to start over.

After making your selections, save the classifications with the Save button. The API call runs in the background, and you'll see a confirmation when it's done.

Warnings to watch for

Two flags can appear next to vendors in the mapper:

  • Duplicate detected: The vendor's normalized name matches an existing contact. Review whether this is a true duplicate before creating a second contact for the same company.
  • Missing email: The vendor or its matched contact has no email address on file. An email is required for Send & Sign. If you plan to collect e-signatures from this sub, add the email before sending a waiver request.

How synced contacts work

Once a vendor is matched or created, the linked contact is marked as QBO-synced. For synced contacts, QBO is the source of truth for company name, contact name, email, and phone. If you update any of those fields in QBO and trigger a re-sync, the contact in LienWaiver.pro updates to match.

Address changes for QBO-synced contacts must also be made in QBO. You can't edit those fields directly in LienWaiver.pro.

QBO-synced contacts can't be deleted from LienWaiver.pro. To remove a vendor from your contact roster, manage the vendor in QBO and the contact will stop appearing in future syncs.

Fields you add directly in LienWaiver.pro (such as notes or trade) are not affected by re-syncing and won't be overwritten.

Next steps

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