Vendor Management

Track vendors, manage relationships, and prepare for 1099 reporting.

Accessing Vendor Management

1. Click Admin in the sidebar
2. Click Vendor Management
3. View and manage all vendors

Finance Role Required

Finance and Admin users can manage vendors.

Overview

Vendor Management helps you:

• Track vendors employees frequently use
• Mark preferred vendors for consistency
• Collect W-9 forms for 1099 reporting
• Manage vendor relationships and status

Vendor Dashboard

The dashboard shows summary statistics:

Metric	Description
Total Vendors	All vendors in the system
Active Vendors	Currently active relationships
Preferred Vendors	Marked as preferred
W-9 Alerts	Vendors needing W-9 collection

Adding Vendors

Creating a New Vendor

1. Click Add Vendor
2. Fill in vendor details:

Field	Description
Name	Legal business name
Display Name	Common name (optional)
Description	What they provide
Email	Contact email
Phone	Contact phone
Website	Vendor website
Address	Business address

1. Add business information:

Field	Description
Business Type	Corporation, LLC, Sole Prop, etc.
Tax ID	EIN or SSN (for 1099)
Default Category	Auto-assign to expenses
Payment Terms	Net 30, Net 60, etc.
Preferred Payment	Check, ACH, Card

1. Click Save

Vendor Status

Status	Description
Active	Currently in use
Inactive	No longer used
Pending	Awaiting approval
Blocked	Not allowed for expenses

Changing Status

1. Find the vendor card
2. Click the status menu
3. Select new status

Preferred Vendors

Mark vendors as preferred to:

• Highlight them in vendor selection
• Encourage policy-compliant purchasing
• Track preferred vendor usage

Setting Preferred Status

1. Find the vendor card
2. Click the star icon
3. Star filled = Preferred

W-9 & 1099 Tracking

Why W-9 Collection Matters

• Required for 1099 reporting
• Must be on file for US vendors paid $600+
• Needed before year-end reporting

W-9 Alert List

The 1099 Tracking tab shows:

• Vendors without W-9 on file
• Amount paid to each vendor
• Priority based on payment volume

Marking W-9 Received

1. Go to 1099 Tracking tab
2. Find the vendor
3. Click Mark W-9 Received

Or from vendor card:

1. Click vendor menu
2. Select Mark W-9 on File

Filtering Vendors

Search

Type vendor name to filter the list.

Status Filter

Show only vendors with specific status.

Preferred Only

Toggle to show only preferred vendors.

Vendor Cards

Each vendor card displays:

• Vendor name and description
• Contact information
• Status badge
• Preferred star indicator
• W-9 status
• Quick action buttons

Card Actions

Action	Description
View	Full vendor details
Edit	Modify vendor info
Delete	Remove vendor
Toggle Preferred	Star/unstar vendor
Toggle W-9	Mark W-9 status

Best Practices

1. Collect W-9 early - Before first payment if possible
2. Review quarterly - Identify vendors needing W-9
3. Mark preferred vendors - Guide employee purchasing
4. Keep contact info current - For 1099 mailings
5. Use consistent naming - Avoid duplicate vendor entries

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