Managing Supporters and Vendors

Supporters and vendors are the people and organizations your nonprofit works with. Supporters are the donors, foundations, and volunteers who give to your mission. Vendors are the companies and contractors you pay. Keeping them organized helps you track giving history, generate tax receipts, and manage 1099 reporting.

Accurate contact records drive several downstream features in NP Ledger. When you record a transaction, you can tag it to a supporter or vendor — which means your reports can answer questions like "How much did the Smith Foundation give this year?" or "What have we paid ABC Consulting?" Vendors marked as 1099-eligible are automatically included in year-end 1099 tracking.

• You need a Member role or higher to create or edit contacts
• Supporters and vendors are separate lists in the sidebar, but a single contact can be both

Adding a supporter

1. Go to Supporters in the sidebar (under People).
2. Click "New Supporter."
3. Enter the supporter's name. This is the only required field.
4. Optionally fill in contact details — email, phone, website, and address. These are useful for giving statements and donor acknowledgment letters.
5. Select a donor category if applicable — Individual, Corporate, Foundation, Government, or Volunteer (In-Kind). This helps filter and report on your donor base.
6. Click "Save."

Adding a vendor

1. Go to Vendors in the sidebar (under People).
2. Click "New Vendor."
3. Enter the vendor's name.
4. Optionally fill in contact details.
5. Click "Save."

Marking a vendor as 1099-eligible

If you pay a vendor $600 or more in a calendar year, you may need to file a 1099-NEC with the IRS. NP Ledger can track this for you.

1. Go to Vendors in the sidebar.
2. Find the vendor in the list. You can use the search bar to filter by name.
3. Click the 1099 toggle on the vendor's row. A "1099" badge appears when tracking is active.

Once toggled on, the vendor appears in the 1099 Tracking report and you can enter additional tax details (vendor type, last 4 of TIN, W-9 status) on the vendor's edit page.

Editing a contact

1. Click the contact's name in the supporter or vendor list.
2. Update any fields and click Save.

Tip: A contact can be both a supporter and a vendor. If a foundation donates to you and you pay them for consulting services, you can check both roles on their contact record.

Supporters created from donation webhooks

If you have a donation connection set up for Stripe, Givebutter, Donorbox, or PayPal, Supporter records are created and refreshed automatically as donations arrive. Name, email, phone, and mailing address come from the platform; the donor category is set to Individual (or Corporate, when the platform flags the gift as coming from a company). Each subsequent donation refreshes phone and address so a donor who moves has the new details in NP Ledger after their next gift.

Fields you set or change by hand — notes, 1099 tracking, donor category once assigned, vendor details, tax fields — are never overwritten by a donation webhook. Anonymous donations go to a single per-organization "Anonymous Donor" Supporter record. See How Automatic Donation Recording Works for the full field-by-field behavior and platform coverage table.

Searching contacts

Both the supporter and vendor lists include a search bar at the top. Type part of a name and press Enter to filter the list.

• New supporters appear in the Supporters list and new vendors in the Vendors list
• The 1099 badge appears next to vendors you've marked as eligible
• When you record a transaction in Quick Entry, the contact appears in the supporter or vendor dropdown

• Entering a donor as a vendor (or vice versa) — Check which list you're adding to. If someone is both, you can enable both roles on a single contact rather than creating duplicates.
• Forgetting to mark 1099 vendors — If you toggle 1099 tracking after you've already recorded payments, the tracking still works — it looks at all payments for the calendar year. But it's easier to set this up front.
• Duplicate contacts — If you import transactions that reference a contact name slightly differently ("ABC Consulting" vs. "ABC Consulting LLC"), you may end up with duplicates. Edit one to match the other, or use Account Merge for duplicate accounts.