Docs updates for E/A#99867 Default vendor rows for QBO and Xero

docs/articles/Unlisted/Manage-Vendor-Matching-for-Xero.md

@@ -0,0 +1,72 @@
+---
+title: Manage Vendor Matching for Xero
+description: Learn how Xero vendor matching assigns suppliers to company card expenses before they export, including automatic matching, manual selection, and Default vendor behavior.
+keywords: [Xero, vendor matching, supplier matching, Default vendor, company card expenses, bank transactions, Xero export]
+internalScope: Audience is Workspace Admins using the Xero connection with vendor matching enabled. Covers imported Xero contacts, automatic and manual supplier assignment, and the Default vendor export setting. Does not cover Xero connection setup, import settings, or advanced sync settings.
+noindex: true
+sitemap: false
+---
+
+# Manage Vendor Matching for Xero
+
+Xero vendor matching lets Workspace Admins review and update the supplier assigned to company card expenses before they export to Xero. Expensify imports your Xero contacts, automatically matches suppliers where possible, and lets admins set or update the **Supplier** field before export. This helps ensure expenses export with the correct supplier instead of requiring manual corrections in Xero.
+
+## Who can use Xero vendor matching
+
+This feature is available to Workspace Admins whose Workspace is connected to Xero.
+
+Xero vendor matching is currently in beta. If you don't see the **Default vendor** row under **Export**, vendor matching isn't enabled for your Workspace yet.
+
+If your Workspace isn't connected to Xero yet, learn how to [connect to Xero](/articles/new-expensify/connections/xero/Connect-to-Xero).
+
+## How suppliers are matched to Xero company card expenses
+
+Expensify assigns suppliers automatically in the following order:
+
+- If a workspace merchant rule specifies a supplier, that supplier is assigned.
+- Otherwise, Expensify automatically matches the merchant name against your imported Xero contacts. For example, **STARBUCKS #456 DOWNTOWN** matches **Starbucks**.
+- If no match is found, the **Supplier** field remains empty until a Workspace Admin selects one.
+
+Workspace Admins can manually select a supplier from the searchable **Supplier** field on an expense at any time. Once a supplier is selected manually, Expensify preserves that selection and won't overwrite it with automatic matching.
+
+## How to set a Default vendor for Xero company card expenses
+
+1. Click the navigation tabs (on the left on web, on the bottom on mobile), then go to **Workspaces > [workspace name] > Accounting > Xero**.
+2. Click **Export**.
+3. Select **Default vendor**.
+4. Choose a supplier from the list, or select **None** to clear the default.
+
+The **Default vendor** row appears under **Xero bank account**. When a supplier is selected, the row displays: Expenses that don't auto-match will default to this vendor.
+
+<!-- SCREENSHOT:
+Suggestion: The Xero Export configuration page with the Default vendor row visible directly under Xero bank account, showing a selected supplier and its helper text.
+Location: Immediately after the numbered steps in this section.
+Purpose: Admins looking for a "Default supplier" row won't find one — this confirms the row is now named Default vendor and shows where it sits relative to Xero bank account.
+-->
+
+## How the Default vendor setting affects Xero exports
+
+Xero exports company card expenses as bank transactions. When those expenses export, Expensify assigns suppliers in the following order:
+
+1. The supplier selected on the expense.
+2. The supplier selected as the **Default vendor**.
+
+If neither is set, Expensify doesn't apply a supplier. Unlike QuickBooks Online, Xero doesn't create a stand-in supplier such as Credit Card Misc.
+
+# FAQ
+
+## Why does the expense say Supplier when the setting says Default vendor?
+
+Expensify uses Xero's own terminology on the expense, where the field is labeled **Supplier**. The workspace setting that picks the fallback is labeled **Default vendor** so it matches the equivalent setting on the QuickBooks Online and Sage Intacct connections.
+
+## Do I have to set a Default vendor?
+
+No. The **Default vendor** setting is optional. If you leave it blank, expenses that don't auto-match export without a supplier applied.
+
+## How do I remove a Default vendor I already set?
+
+Open the **Default vendor** row and select **None**. The row clears and no fallback supplier is applied on export.
+
+## Does manually assigning a supplier stop automatic matching?
+
+Yes. Once a Workspace Admin manually assigns a supplier to an expense, Expensify preserves that selection and won't replace it with automatic matching.

docs/articles/new-expensify/connections/quickbooks-online/Configure-Quickbooks-Online.md

@@ -56,9 +56,9 @@ To choose how data is exported from Expensify to QuickBooks Online:
 - **Export company card expenses as**:
   - Credit card (default)
   - Debit card
-    - Optionally set a **Default vendor** as a fallback for expenses that don't have a vendor set. Learn how vendors are imported, matched, and exported in [QuickBooks Online Vendor Matching](/articles/new-expensify/connections/quickbooks-online/Manage-Vendor-Matching-for-QuickBooks-Online.md).
+    - For both Credit card and Debit card, optionally select a **Default vendor** to apply to expenses that don't auto-match a vendor. If you leave it blank, those expenses export as **Credit Card Misc** or **Debit Card Misc**. Learn how vendors are imported, matched, and exported in [QuickBooks Online Vendor Matching](/articles/new-expensify/connections/quickbooks-online/Manage-Vendor-Matching-for-QuickBooks-Online).
   - Vendor bill
-    - If exporting as vendor bills, select the AP account and optionally a default vendor
+    - If exporting as vendor bills, select the AP account and optionally select a **Default vendor**. QuickBooks Online doesn't substitute a Credit Card Misc or Debit Card Misc vendor on vendor bill exports
     - Vendor bill is unavailable when locations are imported as tags. To keep it available, import locations as report fields (only available on the **Control** plan)
 - **Export Consolidated Travel Billing expenses as**: This option appears only when [Consolidated Travel Billing](/travel/hubs/consolidated-travel-billing/) is enabled. Travel expenses export as credit card charges. Click it, then select the **Credit card account** where travel expenses will post in QuickBooks Online.
 
@@ -74,7 +74,7 @@ To manage automation and other connection preferences:
 
 - **Auto-sync**: Automatically updates data between QuickBooks Online and Expensify
 - **Invite employees**: Imports and invites employees from QuickBooks Online
-- **Automatically create entities**: If a vendor/customer doesn’t exist, Expensify will create one
+- **Auto-create entities**: Expensify automatically creates vendors in QuickBooks Online if they don’t exist already, and auto-creates customers when exporting invoices. Turning this setting on or off doesn’t change the **Default vendor** you selected under **Export**
 - **Sync reimbursed reports**:
   - If marked as paid in QuickBooks Online, the report will show as reimbursed in Expensify
   - If reimbursed via ACH in Expensify, the status will sync to paid in QuickBooks

docs/articles/new-expensify/connections/quickbooks-online/Manage-Vendor-Matching-for-QuickBooks-Online.md

@@ -47,7 +47,7 @@ When company card expenses are exported, Expensify assigns vendors in the follow
 
 1. The vendor selected on the expense.
 2. The **Default vendor** configured in workspace settings.
-3. **Credit Card Misc** or **Debit Card Misc**., if neither of the above is available.
+3. **Credit Card Misc** or **Debit Card Misc**, if neither of the above is available.
 
 ## How inactive QuickBooks Online vendors affect expenses