--- title: Verified and Unverified Vendors in WickedFile description: "Every vendor that appears in your account will be classified as either Verified or Unverified.\nUnderstanding the difference helps you maintain clean, accurate vendor data and ensures your transactions and statements are properly linked." --- [Skip to content](https://help.wickedfile.com/knowledge-base/verified-and-unverified-vendors-in-wickedfile#main-content) [![WF-LOGO-RGB\_ICON-WHITE-1](https://help.wickedfile.com/hs-fs/hubfs/WF-LOGO-RGB_ICON-WHITE-1.png?width=50&height=60&name=WF-LOGO-RGB_ICON-WHITE-1.png)](https://23975302.hs-sites.com/knowledge-base?hsLang=en) Open main navigation Close main navigation How can we help you? - There are no suggestions because the search field is empty. 1. [WickedFile Service Bay](https://help.wickedfile.com/knowledge-base?hsLang=en) 2. [Vendor Management](https://help.wickedfile.com/knowledge-base/vendor-management?hsLang=en) 3. [Verified/Unverified](https://help.wickedfile.com/knowledge-base/vendor-management?hsLang=en#verified-unverified) # Verified and Unverified Vendors in WickedFile ## WickedFile automatically detects vendors from two main sources: Bank transactions Uploaded documents (such as invoices, credits, or statements) Every vendor that appears in your account will be classified as either Verified or Unverified. Understanding the difference helps you maintain clean, accurate vendor data and ensures your transactions and statements are properly linked. #### **What Is a Verified Vendor?** A **Verified Vendor** is one that WickedFile recognizes as a valid, active vendor in your system. This means the vendor has either: - Been **configured manually** through the **Vendor Configuration** panel, or - Been **matched automatically** to an existing, recognized vendor profile. Once a vendor is verified, it can be fully configured using the steps described in the Vendor Configuration Guide (link to your main vendor configuration article). ### **Benefits of Verified Vendors** ✅ Can be categorized correctly (COGS, parts, sublet, tire, towing, etc.) ✅ Eligible for automated statement matching ✅ Included in reporting and reconciliation workflows ✅ Can be merged if duplicates exist --- #### **What Is an Unverified Vendor?** An **Unverified Vendor** is one that WickedFile has detected from a transaction or uploaded document, but **does not recognize** yet. This can happen if: - The vendor name is new to your system - The vendor name appears slightly different from a known one (e.g., *Advance Auto* vs. *Advance Auto Parts*) - The document or transaction doesn’t have enough information to identify the vendor Unverified vendors **cannot yet be fully configured** or included in automated matching until they’re verified. --- #### **How to Verify a Vendor** When you open an **Unverified Vendor**, WickedFile will prompt you to take one of the following actions: - **1. Map it to an existing verified vendor** - Use this option if the unverified vendor is a duplicate or variation of an existing one. - Example: *Advance Auto* → map to *Advance Auto Parts*. - This ensures all documents, statements, and transactions are linked correctly under one vendor. ![Screenshot 2025-11-13 at 11.06.51 AM](https://help.wickedfile.com/hs-fs/hubfs/aircall/mms/90138917500/Screenshot%202025-11-13%20at%2011.06.51%20AM.png?width=670&height=337&name=Screenshot%202025-11-13%20at%2011.06.51%20AM.png) - **2. Create a new vendor** - If this is a **new vendor**, click **create a new vendor** to confirm it should be added to your system. - Once verified, the **Vendor Configuration** window will open where you can: - Clean-up vendor name - Is it a parts vendor? - Mark if it’s a **COGS vendor** or **non-COGS vendor**. - - - Assign a **Category** (e.g., *Parts*, *Sublet*, *Tire*, *Towing*, *Supplies*, *Utilities*, etc.). - - - Set whether it’s a **Statement Vendor** and define **Statement Frequency**. - Click **confirm mapping**. ![Screenshot 2025-11-13 at 11.09.13 AM](https://help.wickedfile.com/hs-fs/hubfs/aircall/mms/90138917500/Screenshot%202025-11-13%20at%2011.09.13%20AM.png?width=670&height=339&name=Screenshot%202025-11-13%20at%2011.09.13%20AM.png) - **3. Ignore Vendor** - If the vendor should not be tracked (for example, a subscription or a one-time non-business charge), select **Ignore Vendor**. - WickedFile will exclude it from future COGS or statement tracking. ![Screenshot 2025-11-13 at 11.10.17 AM](https://help.wickedfile.com/hs-fs/hubfs/aircall/mms/90138917500/Screenshot%202025-11-13%20at%2011.10.17%20AM.png?width=670&height=340&name=Screenshot%202025-11-13%20at%2011.10.17%20AM.png) 💡 **Tip:** Once you verify a vendor, WickedFile will automatically recognize it in future uploads and transactions. --- #### **Common Scenarios** | **Scenario** | **Vendor Type** | **Recommended Action** | | --- | --- | --- | | Vendor appears as “Advance Auto” and “Advance Auto Parts” | Unverified (duplicate) | Merge vendors to unify records | | New vendor appears from a new towing invoice | Unverified | Verify and configure as COGS → Towing | | Recognized vendor with consistent naming | Verified | Continue normal processing | --- #### **Best Practices** ✅ Regularly review **Unverified Vendors** to prevent data fragmentation. ✅ Use **Merge Vendors** to maintain consistent naming across your system. ✅ Verify vendors as soon as they start appearing in transactions or uploads. ✅ Avoid creating unnecessary duplicates by verifying before configuring. - 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