Cut Costs with Quickbooks Expense by Vendor Report

Knowing exactly where your money goes can be the difference between impressive operating margins and treading water. QuickBooks Online (QBO)’s Expense by Vendor Summary report turns raw data into a axe list for leaner, smarter spending.

Why Visibility into Vendor Spend Matters

Every dollar you pay a supplier tells a story. Miss the plot and you’re blind to unused software subscriptions, creeping fees, or lopsided consultant retainers.

Dollars Without Context Hide Risk

• Unlabeled expenses blur who’s paid what.

• Redundant software can quietly add thousands in unnecessary annual cost.

  
  

Vendor Concentration Creates Vulnerability

For example, a single vendor capturing 40% of your outflows may warrant renegotiation, or a backup plan.

Locating and Running the Report in QBO

Running the report is just three‑clicks away.

1. Reports → search bar: type Expense by Vendor Summary.

2. Choose a date range ("This Month", custom fiscal year, etc.).

3. Click Run Report.

Payments that lack a vendor label can slip through the cracks, and that’s a problem worth fixing.

Solving the “No Vendor” Problem

A line called No Vendor shouts, “We don't know who we paid!!"

Bank feeds import with blank 'Payee' fields. Your bookkeeper needs to add and verify the payee before categorizing the expense.

The Fix

1. Run the report, locate the line with no vendor name, and click the balance.

2. Drill in, edit each transaction, and assign the correct vendor.

3. Create Bank Rules going forward so payees auto‑populate if it's clear who is paid in the bank memo.

   
   

With names in place, the report becomes a decision engine.

Turning the Report into Strategic Insights

Spot Redundant Subscriptions

If Slack and Teams both appear, switch to using one or the other. No need to double pay for sofware that provides the same services.

1. Negotiate Better Terms

High totals with a single software vendor? Diversify your sourcing or request volume discounts.

2. Align Spend with ROI

Compare costs and business impact.

3. Set Quarterly Review Cadence

Embed the report in leadership meetings to keep spend accountable. Clean vendor data also powers a smoother close.

Clean data fuels confident decisions. If you’d like a second set of eyes on your QBO setup, book a complimentary diagnostic with CyberCFO.

*This article is informational only and not tax, legal, or accounting advice. Consult a certified professional for guidance specific to your situation.