Add vendors to your accounting records
Keep vendor contacts and review their recorded expenses in Accounting.
On this page
Have the vendor name and contact details. Check whether you hold their W-9 before marking it on file.
Step 1: Open Vendors
In Accounting, choose Mileage & assets, then Vendors. If tracking is off, select Update settings and enable vendor tracking in Accounting settings.
Step 2: Add a vendor
When tracking is enabled, select Add vendor. Enter Company or name and the contact details you want to keep. Select W-9 on file only if you already have the document.
Step 3: Save the contact
Select Add and check that the vendor appears in the list.
Step 4: Connect recorded expenses
When a Vendor field is offered while recording an expense, select the matching contact. Check the assignment before saving so the expense is linked to the right vendor.
Step 5: Review vendor totals
Choose the year in Vendors. Review Reported expenses and Tax fields. Open the vendor name or its reported amount to review dated entries and their recorded status. Check the report dates and filters before comparing totals.
Vendor records and tax documents
Adding a vendor creates an accounting contact. It does not send a work order, make a payment or file a 1099. W-9 on file records a status; it does not upload the document.
Open the vendor name to review Contact and mailing address. Where Save profile is available, review your changes, save and check the result. Under Private tax documents, use Upload W-9 proof and Upload private proof when available to save the file separately from its tax fields. Where Review fields is offered, compare the fields with the proof before Confirm reviewed fields. Rentari does not authenticate the proof or file a tax return. A shared vendor identity may limit editing.
Download vendor totals
Open Accounting > Reports and choose Expenses by vendor. Review the dates and property, then open the report. From Download, choose Excel workbook (this view) or CSV (this view).
Check the vendors and totals in the downloaded file. This report covers the selected dates and property. Its download is separate from an individual vendor's dated expense list.
Check the result
- The vendor contact is recorded and its totals reflect the expenses assigned to it.
FAQs
Does Add vendor invite a contractor?
No. Use the maintenance request and its work-order controls to communicate repair work.
Why is an outside payment missing?
Vendor totals use recorded expenses. Check that the expense is recorded and assigned to the vendor.
Where is the W-9 file?
The Add vendor form records W-9 status only. Open the vendor profile and check Private tax documents for saved proof. A status alone does not mean a downloadable file is available.