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 using the following steps:
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
[Optional] Enter the Expiration date for the W-9. Wrapbook uses this to help you track when the document should be updated.
Fill in the vendor details (see Vendor details below)
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 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). See Set up default coding rules for vendor transactions (PAS).