If you’ve been running jobs in Eano for a while, your Vendors list has probably picked up a few duplicates. It’s almost unavoidable: you set up “ABC Supply” properly in My Team, but when someone logs an expense in the field, they don’t stop to pick that record from the list — they just type “ABC” and move on. Now you’ve got two ABC entries. Maybe three. And when you go to see how much you’ve actually spent at ABC Supply this year, the number is split across all of them.

Vendor merge is the fix. It lets you hand-pick two or more records that are really the same supplier and fold them into one, so all the spending and project history lands in a single place. Eano won’t do this automatically — we don’t want to guess wrong and quietly combine two suppliers that just happen to have similar names. You stay in control of every merge.

This is a cleanup tool for the faceless retailers and suppliers in your list — the places you buy materials, not the people you work with. Think of the stores that show up half a dozen ways because everyone types them differently: “The Home Depot,” “Home Depot,” and “THD”; “ABC Supply” and “ABC”; “Sherwin-Williams,” “Sherwin,” and “SW paint.” Each abbreviation and typo spawns its own record, and your spending gets scattered across all of them. Merge pulls them back into one canonical entry, so the totals for that supplier finally add up.

It is deliberately not a way to combine real user accounts — the subcontractors and team members who actually log in to Eano. That’s a different kind of record, and merge protects it. More on that below.

Open the People section, go to My Team, and click the Vendors + Subcontractors tab. That’s the same list where you add and manage your subs and suppliers.

Only Owners, Admins, Managers, and Superusers can merge or delete records here. If you don’t see the selection checkboxes or the action buttons, your role doesn’t have permission to manage vendors.

Each row in the Vendors + Subcontractors list now has a checkbox on the left. Check off the records you want to act on — there’s also a checkbox in the table header to select everything on the page at once.

As soon as you select at least one record, a small action bar appears showing how many you’ve picked, along with two buttons:

Once you’ve selected two or more records and clicked Merge Vendors, a window opens titled Selected Vendors. It lays out everything you picked — each record’s name, how many projects it’s tied to, and when it was last active — so you can give the group one last look before committing.

Under Choose which vendor record to keep, you’ll pick the one record that survives the merge. Eano calls this the record you keep; think of it as the canonical entry — the “real” ABC Supply that everything else collapses into.

Here’s exactly what happens when you confirm: all expenses and project assignments linked to the other selected records get reassigned to the record you keep, and the remaining records are archived. Nothing is stranded. The history follows the money to the record you chose.

A good rule of thumb: keep the record you set up intentionally — the one with the complete profile and the contact details — and merge the quick, half-typed entries into it. If some of your selected records are active and others are just pending invitations, Eano will nudge you to keep an active record as the primary one.

When you’re happy with the choice, click Merge. You’ll get a confirmation that the vendors have been merged, and your list collapses down to the single record.

This is the important guardrail. Merge is meant for the placeholder vendors nobody logs in as — not for collapsing actual people’s accounts together.

So if any record you’ve selected belongs to someone who has ever logged in to Eano, the merge window flags it in red and tells you it “have logged into the platform before and cannot be merged.” You’ll see a quick Remove link next to that record. Until you take the logged-in account out of the selection, the Merge button stays disabled.

This is all-or-nothing on purpose: if even one record in your selection has logged in, the whole merge is blocked rather than partially completed. It keeps you from accidentally erasing a sub’s real, working account.

Pending invitations are a different story — those are people who were sent a link but never finished setting up their profile, so there’s no real account to protect. They can be merged. When a pending record gets merged in, its outstanding invitation is automatically revoked, so the link stops working and you won’t have a half-finished profile floating around.

If your plan splits your company into multiple teams, a merge has to stay within a single team — you can’t fold a record from one team into another. If your selection spans more than one team, Eano stops the merge and shows you a Vendors Can’t Be Merged notice listing which record belongs to which team. Records that aren’t assigned to any team can be included in any merge.

Sometimes a duplicate isn’t worth merging — it’s just junk you want gone. That’s what Delete is for. Select one or more records, click Delete, and you’ll get a confirmation asking whether you’re sure you want to remove the selected external users. As the dialog warns, this action cannot be undone, so take a beat before you confirm.

Delete is simpler than merge: it doesn’t ask you to pick a record to keep, and it doesn’t carry the logged-in guardrail that merge does. It just removes what you selected. If a record has expenses or projects tied to it that you care about, merge it instead of deleting it.

Will I lose the expenses logged against the duplicate records? No. When you merge, every expense and project assignment tied to the other records is reassigned to the record you keep. Nothing is lost — it all consolidates under the one record.

Why is one of my records greyed out and blocking the merge? Because that record has logged in to Eano at least once, which makes it a real account rather than a placeholder vendor. Merge won’t touch logged-in accounts. Use the Remove link to take it out of the selection, and the merge can proceed with the rest.

Can I merge a vendor that’s still a pending invitation? Yes. Pending invitations haven’t been activated, so they’re safe to merge. Doing so automatically revokes the outstanding invitation link.

Can I undo a merge or a delete? Deletes can’t be undone, so confirm carefully. With a merge, the records you folded in are archived rather than destroyed, but the cleanest path is to select thoughtfully before you confirm.

Why does Eano say my vendors are on multiple teams? On multi-team plans, a merge has to stay within one team. If your selection mixes records from different teams, narrow it down to a single team and try again. Records with no team assignment can be included anywhere.

I don’t see the checkboxes or buttons. Managing vendors is limited to Owners, Admins, Managers, and Superusers. If you’re on a different role, ask one of them to handle the cleanup.