---
title: "Create a vendor"
slug: "add-a-vendor"
updated: 2026-07-14T15:34:39Z
published: 2026-07-14T15:34:39Z
canonical: "help.wrapbook.com/add-a-vendor"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create a vendor

> [!NOTE]
> Vendors is permission based
> 
> To create vendors, your account must have one of the following roles enabled:
> 
> - Role: *Company Admin, Company Manager*
> - Custom role with: *Vendors - Full access, Project access*

## Overview

Vendors are the external companies and individuals your production works with — equipment rental houses, catering companies, transportation providers, location owners, and more. Creating a vendor in Wrapbook adds a record for them at the company level, which you can then use to process payments and track 1099 reporting.

## About W-9 scanning

When you create a vendor, you can optionally upload their W-9 to have Wrapbook automatically pre-fill the vendor form. Wrapbook scans the document and fills in the vendor details for you — each detail extracted from the W-9 is marked with a sparkle icon so you can see at a glance what was read automatically. Review the pre-filled information, make any corrections needed, and save.

If you don't have the vendor's W-9 on hand, you can skip the upload and fill in all vendor details manually.

Wrapbook can only pre-fill vendor details from a W-9. If you upload a W-8BEN, W-8BEN-E, or any other document type, the file will be attached to the vendor record but the form will not be pre-filled — you'll see the message *This isn't a W-9, so we couldn't pre-fill. Your file is attached, add the details below.* You can then enter the vendor's details manually.

## How to create a vendor

You can create a vendor from the [Vendors dashboard](/v1/docs/vendors-dashboard#how-to-access-the-vendors-dashboard) using the following steps:

1. **Optional — scan a W-9 to pre-fill the form:**
  - Under *Tax document*, click **Browse Files** to select a file from your computer, or drag and drop the file directly onto the upload area
  - While Wrapbook reads the document, you'll see the message *Checking if we can pre-fill from this document...*
  - **If the upload succeeds:** You'll see a confirmation that the form was pre-filled from your W-9. Details extracted from the document are marked with a sparkle icon — review each one and correct anything that looks off before saving
  - **If the file isn't a W-9:** You'll see *This isn't a W-9, so we couldn't pre-fill. Your file is attached, add the details below.* The file remains attached to the vendor record and you can fill in the form manually
2. [Optional] Enter the *Expiration date* for the W-9. Wrapbook uses this to help you track when the document should be updated.
3. Fill in the vendor details ([see Vendor details below](/v1/docs/add-a-vendor#1e258c24-118c-4809-9854-5d6a56d3bb5d))
4. Click the **Save Vendor** button

**If a pre-filled detail looks wrong:** Click into it and type the correct value. You don't need to re-upload the document.

## Vendor details

Vendors created in Wrapbook include the following details:

### Vendor Type (required)

Select **Company** or **Individual/Sole Prop.** — the details shown below will change depending on which you choose.

### Company vendor details

#### Legal company name *(required)*

The vendor's full legal business name, as it appears on their W-9

#### DBA name

The name the business operates under, if different from the legal name. Optional.

#### Payee name

The name used for payments — for example, the name that should appear on checks or the name on a bank account. Optional.

#### Employer identification number (EIN)

The vendor's federal tax ID number. Recommended to ensure correct vendor information and required for 1099 reporting.

#### Jurisdiction of Incorporation

The state where the business is legally incorporated. Select from the dropdown. Optional.

#### Federal tax classification (required)

The vendor's tax classification, as indicated on their W-9. Select one of the following:

- C Corp
- S Corp
- LLC - C Corp
- LLC - S Corp
- LLC - Partnership
- Partnership
- Trust/Estate
- Individual/Sole Proprietor or Single Member LLC
- Other

This determines whether the vendor is subject to 1099 reporting.

### Individual/Sole Prop. vendor details

#### First name (required)

The vendor's legal first name.

#### Last name (required)

The vendor's legal last name.

#### DBA name

The name the individual operates under, if different from their legal name. Optional.

#### Payee name

The name used for payments. Optional.

#### Social security number (SSN)

The vendor's SSN. Used for tax reporting purposes.

### Details shown for all vendor types

#### Addresses

Add addresses to be used for payments, mailing, and tax reporting. Click **+ Add address** to add one or more addresses. You can designate which address to use for tax reporting directly from this section.

#### Contact name

The primary contact person at the vendor. Optional.

#### Contact email Address

The email address for the vendor contact. Optional.

#### Contact phone Number

The vendor's primary phone number. Optional.

#### Work state

The state where the vendor primarily operates. Optional.

#### Bank account

Link a bank account for the vendor. Click **Add bank account** to enter account details. Optional. For more information, see [Add vendor banking information](will LINK to new HC guide about vendor payments - when ready).

#### Enable vendor status to active

Controls whether this vendor is available to select when creating AP invoices and processing payments. Toggled on by default. Deactivating a vendor hides them from selection without deleting their record.

#### Enable vendor as taxable

Toggle this on if the vendor should be included in 1099 reporting. Wrapbook leaves this off by default — turn it on for vendors you'll need to file a 1099 for. See [Mark vendors as taxable](/v1/docs/mark-vendors-as-taxable) for more information.

#### Default codes (PAS only)

Automatically apply accounting codes to transactions for this vendor. Click **+ Add default codes** to set them up. This option is only visible to companies using the [Production Accounting Suite (PAS)](/v1/docs/about-production-accounting). See [Set up default coding rules for vendor transactions (PAS)](/v1/docs/set-up-default-coding-rules-for-vendor-transactions-pas).

An IRS form by which specific income (such as non-employee compensation, royalties, etc.) is reported to the federal government. Equivalent to a W-2 for independent contractors where remuneration is not being paid by the employer.

(Accounts Payable) Cash disbursements through the payment of vendor invoices and other payables