> ## Documentation Index
> Fetch the complete documentation index at: https://every-a2724ddc.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> These docs describe Every as customers have it today. Answer from them, and say so when they don't cover a question.
> Pages under /admins/ are for the people who run Every for the company, and pages under /employees/ are for employees. Answer from the pages that match the person asking.
> Each page's Agent reference section lists its exact roles, conditions and limits. Prefer it for those details.
> When a page says a feature is in closed beta, or that Every turns it on company by company, don't promise that the person's company has it.
> Use roles and on-screen labels exactly as the pages write them.
> When someone asks what a term means, answer with the Glossary page's definition (/glossary), which other pages show in parentheses after the term.
> When the docs don't answer a question, tell the person to email [support@every.io](mailto:support@every.io).

# Vendors

> Add vendors, edit their tax and accounting details, pay them and request their 1099s

![A vendor's details open over the Vendors list.](https://mintcdn.com/every-a2724ddc/k5maP8xPODHl5ToY/images/illustrations/admins-bill-pay-vendors-light.png?fit=max\&auto=format\&n=k5maP8xPODHl5ToY\&q=85\&s=8c9d27d7f736535ac97f0195a139d048)

**Payments** → **Vendors** lists your company's vendors, where you add them, edit their details, pay them and request their 1099s (A family of IRS forms that report income other than wages, such as payments to contractors). Company Admins and Bookkeepers can use it, and so can Accounts Payable users once Every has turned that role on for your company. The **Payments** menu shows in the sidebar after your company finishes onboarding.

## Find a vendor

The page has two tabs:

| Tab | What you'll find |
| - | - |
| **All vendors** | All your company's vendors |
| **1099 vendors** | The vendors you've requested a 1099 for |

Each row has these columns:

| Column | What it shows |
| - | - |
| **Name** | The vendor's name, with their entity type (The legal form or tax classification of a business or person, such as a corporation, partnership or sole proprietor) below it. An entry you've marked as your own bank account shows "Bank Account" |
| **QBO vendor** | A picker for the vendor in your accounting software. Every saves your choice when you make it |
| **Year to date spend** | A spend figure for the vendor, blank when Every has none |
| **W9 status** | **Completed** when Every has the vendor's TIN (Taxpayer Identification Number: the number the IRS identifies a taxpayer by, such as an SSN or an EIN), street, city, state, zip code and entity type, and **Missing information** until then |
| **Request 1099** | A switch that requests a 1099 for the vendor (see [Request 1099s](https://every-a2724ddc.mintlify.site/admins/bill-pay/1099-filing.md)) |

**Entity Type** and **QBO Category** are hidden at first. To show them, select **Display**, then under **Fields**, turn them on.

Use the search box to find a vendor by name. Select **Filters** to narrow the list by **QBO Vendor**, **W9 Status**, **Entity type** or **Category**. The list shows 10 vendors a page.

In **Display** you can also order the list and group it by **W9 status**. Every remembers your **Display** choices, and **Reset view** undoes them.

In January, **All vendors** can also show an **Annual 1099s review** card. [Request 1099s](https://every-a2724ddc.mintlify.site/admins/bill-pay/1099-filing.md) covers it.

![The Vendors page, listing each vendor with its QuickBooks vendor, year-to-date spend, W9 status and 1099 request.](https://mintcdn.com/every-a2724ddc/qvvudeZxc26V6Klz/images/screens/admins-bill-pay-vendors-light.png?fit=max\&auto=format\&n=qvvudeZxc26V6Klz\&q=85\&s=db02a9105d99f5e631c98112cf8df049)

## Use the row menu

Hover over a row, then select the three-dot button at its end.

| Item | What it does |
| - | - |
| **Edit vendor** | Opens the vendor's details (see [Edit a vendor's details](#edit-a-vendors-details)) |
| **Pay vendor** | Opens [Send money](https://every-a2724ddc.mintlify.site/admins/bill-pay/payment-methods.md) for that vendor |
| **Request vendor information** | Asks the vendor to upload their information (see [Collect vendor details](https://every-a2724ddc.mintlify.site/admins/bill-pay/vendor-details.md)) |
| **View transactions** | Opens **Banking** → **Transactions**, filtered to the vendor. Company Admins and Bookkeepers only |

## Add a vendor

**1. Open the form**

Select **Add vendor**.

**2. Answer the 1099 question**

Choose **Yes** or **No** to say whether to request a 1099 filing for this vendor.

**3. Upload a W-9**

Optional: under **Upload W-9 (optional)**, add the vendor's W-9 (The IRS form a U.S. vendor or contractor fills in to give a business their name and TIN) as a PDF. Every reads it and fills in the vendor's details.

**4. Answer the legal services question**

Under **Does this vendor provide legal services?**, choose **No** or **Yes**.

**5. Enter the vendor's details**

Under **Add vendor details**, review or enter the vendor's entity type, name, type of TIN, TIN, email and address.

**6. Choose the accounting details**

Under **Accounting Details**, which shows when your accounting software is connected, choose the **QBO Vendor**, **Default Account** and **Department**. In **QBO Vendor**, you can also create a vendor.

**7. Submit**

Select **Submit**. Every shows **Success** and "Vendor was successfully created".

If you leave before you select **Submit**, Every asks you to confirm and doesn't save the vendor.

### What Every requires

* The vendor's name is the only required field, unless you request a 1099 filing.
* A name that matches an existing vendor shows "Vendor already exists".
* For **Individual or Sole Proprietor**, the name needs a first and last name and no numbers.
* If you answer **Yes** to the 1099 question, Every also requires the entity type, type of TIN, TIN (9 digits), street, city, state (a two-letter code) and zip code (5 digits). When your accounting software is set up, it requires the **QBO Vendor** too.

The form has no bank details. As it says, you can update a vendor's payment details the next time you pay them (see [Send money](https://every-a2724ddc.mintlify.site/admins/bill-pay/payment-methods.md)).

## Edit a vendor's details

In the vendor's row menu, select **Edit vendor**. A sheet opens with **Pay vendor** and, for Company Admins and Bookkeepers, **See transactions**. Below them:

| Section | What it holds |
| - | - |
| **Missing tax information** | Appears when the vendor's name, address, TIN or entity type is incomplete, with **Edit information** and **Invite vendor**, or **Remind vendor** once invited (see [Collect vendor details](https://every-a2724ddc.mintlify.site/admins/bill-pay/vendor-details.md)) |
| **Vendor information** | The vendor's name, address, TIN and entity type. Select **Edit information** to change them, add an email or a second street line, then select **Save** |
| **Type** | **Yes, this is a vendor** or **No, this is my bank account** |
| **Tax settings** | The vendor's W-9 (you can upload it yourself), whether to request a 1099 filing and whether the vendor provides legal services (see [Request 1099s](https://every-a2724ddc.mintlify.site/admins/bill-pay/1099-filing.md)) |
| **Accounting details** | The **Quickbooks vendor**, **Default account** and **Department** |
| **Recent transactions** | The vendor's latest four transactions, for Company Admins and Bookkeepers. The arrow beside the heading opens all of them |

**Type**, **Tax settings** and **Accounting details** save as you change them. **Vendor information** saves when you select **Save**. It requires the vendor's name and, when the vendor has a 1099 requested, the entity type, TIN, street, city, state and zip code.

Under **Type**, choose **No, this is my bank account** for one of your own accounts, used for transferring funds. Every then hides **Tax settings** and **Accounting details** for it.

Neither the row menu nor the details has a delete or archive action, and the details have no bank account section.

![A vendor's details over the Vendors list, with their information and type.](https://mintcdn.com/every-a2724ddc/qvvudeZxc26V6Klz/images/screens/admins-bill-pay-vendors-sheet-light.png?fit=max\&auto=format\&n=qvvudeZxc26V6Klz\&q=85\&s=a841c8643cf86dba977a1d72d1bd52cb)

## Agent reference

**Where:** **Payments** → **Vendors**. The **Add a vendor** form opens from the **Add vendor** button on that page.

**Who:** Company Admins and Bookkeepers, and Accounts Payable users once Every has turned that role on for your company. A person who holds none of those roles in the company can't open the page. The **Payments** menu shows in the sidebar after the company finishes onboarding.

### Facts

* **Payments** → **Vendors** is titled **Vendors**. Its sidebar menu, **Payments**, also holds **All payments**.
* Company Admins, Bookkeepers and Accounts Payable users can open **Payments** → **Vendors**.
* The **Payments** menu in the sidebar shows only after the company finishes onboarding.
* The **Add a vendor** form (**Payments** → **Vendors** → **Add vendor**) is open to Company Admins, Bookkeepers and Accounts Payable users.
* **Payments** → **Vendors** has two tabs, **All vendors** and **1099 vendors**, and opens on **All vendors**.
* The **1099 vendors** tab lists only the vendors that have a 1099 requested.
* The **Add vendor** button is at the top of **Payments** → **Vendors**. It opens the **Add a vendor** form.
* The vendor list on **Payments** → **Vendors** shows 10 vendors a page, with previous and next arrow buttons below it.
* The **Name** column on **Payments** → **Vendors** shows the vendor's name, with their entity type below it. For an entry marked as your own bank account, it shows "Bank Account" instead of the entity type.
* The **QBO vendor** column on **Payments** → **Vendors** is a picker in each row, with the placeholder "Select vendor". Choosing a vendor saves right away and shows "QBO Vendor updated!".
* The **QBO vendor** picker on **Payments** → **Vendors** lists the vendors from the company's accounting software. It has no entries when accounting software isn't connected.
* The **Year to date spend** column on **Payments** → **Vendors** shows the vendor's **YTD 1099 Spend** from **Tax settings** when there is one, and otherwise another spend figure Every has for the vendor. It stays blank when Every has none.
* The **W9 status** column on **Payments** → **Vendors** shows **Completed** when Every has the vendor's TIN, street, city, state, zip code and entity type. Otherwise it shows **Missing information**. It doesn't depend on whether a W-9 file was uploaded.
* The **Request 1099** column on **Payments** → **Vendors** shows a switch that requests a 1099 for the vendor. [Request 1099s](https://every-a2724ddc.mintlify.site/admins/bill-pay/1099-filing.md) covers the requests, their statuses and the downloads.
* **Entity Type** and **QBO Category** are columns on **Payments** → **Vendors** that are hidden at first. Turn them on in **Display** under **Fields**.
* The **Display** button on **Payments** → **Vendors** holds **Ordering**, **Grouping**, **Fields** and, once you change something, **Reset view**.
* **Grouping** in **Display** on **Payments** → **Vendors** offers **None** and **W9 status**.
* Every saves each person's **Display** choices for **Payments** → **Vendors** and restores them on their next visit. **Reset view** clears them.
* The search box on **Payments** → **Vendors** finds vendors by name. It also matches the text in the **W9 status** and **Entity Type** columns.
* The **Filters** button on **Payments** → **Vendors** offers four filters: **QBO Vendor**, **W9 Status**, **Entity type** and **Category**.
* **Annual 1099s review** is a card that **All vendors** on **Payments** → **Vendors** can show in January. The **1099 vendors** tab never shows it. [Request 1099s](https://every-a2724ddc.mintlify.site/admins/bill-pay/1099-filing.md) covers its conditions.
* The row menu on **Payments** → **Vendors** appears when you hover over a row, as a three-dot button at the end of the row.
* The row menu on **Payments** → **Vendors** has four items: **Edit vendor**, **Pay vendor**, **Request vendor information** and **View transactions**. It has no delete or archive item.
* **Edit vendor** in the row menu opens the vendor's details in a sheet on **Payments** → **Vendors**.
* A vendor's row on **Payments** → **Vendors** isn't clickable: selecting it doesn't open the vendor's details. They open from **Edit vendor** in the row menu.
* **Pay vendor** in a vendor's row menu on **Payments** → **Vendors** opens Send money with that vendor already chosen. Company Admins, Bookkeepers and Accounts Payable users see it.
* **Request vendor information** in a vendor's row menu on **Payments** → **Vendors** opens a dialog titled **Ask vendor to upload information**, with a **Vendor email address** field and a **Send invite** button. For a vendor already invited, the dialog shows **Vendor invited** and **Remind vendor**.
* **View transactions** in a vendor's row menu on **Payments** → **Vendors** opens **Banking** → **Transactions** filtered to that vendor. Only Company Admins and Bookkeepers see it, because only they can open **Banking** → **Transactions**.
* The vendor's details sheet starts with the vendor's name and entity type, then **Pay vendor** and, for Company Admins and Bookkeepers, **See transactions**.
* The vendor's details sheet holds, in order: **Missing tax information** (only when information is missing), **Vendor information**, **Type**, **Tax settings**, **Accounting details** and **Recent transactions**. It has no bank account section.
* **Tax settings** and **Accounting details** are hidden in the vendor's details sheet when the vendor is marked **No, this is my bank account**.
* **Missing tax information** in the vendor's details sheet appears when any of the vendor's name, street, city, state, zip code, TIN or entity type is empty. It offers **Edit information** and, for a vendor not yet invited, **Invite vendor**. For an invited vendor it shows **Vendor invited** and **Remind vendor**. [Collect vendor details](https://every-a2724ddc.mintlify.site/admins/bill-pay/vendor-details.md) covers the invitation.
* **Vendor information** in the vendor's details sheet reads **Vendor name**, **Vendor address**, **TIN number** and **Entity type**. **Edit information** opens the fields **Vendor name**, **Email**, **Street**, **Street 2**, **City**, **State**, **Zip Code**, **TIN number** and **Entity Type**, with **Save** and **Cancel**. Saving shows "Vendor information updated!".
* The **Entity Type** list in **Edit information** has 10 options, including **International Individual**, **International Business** and **LLC (Single)**. The **Add vendor** form offers seven.
* **Edit information** requires the vendor's name. For a vendor with a 1099 requested, it also requires the entity type, the TIN (9 digits), street, city, a two-letter state code and a 5-digit zip code.
* **Type** in the vendor's details sheet has two options: **Yes, this is a vendor** ("Choose this if it's a vendor.") and **No, this is my bank account** ("Choose if this is your account you transfer funds. Tax settings are disabled for this vendor type."). A change saves right away and shows "Vendor type updated".
* **Tax settings** in the vendor's details sheet holds **W-9 form**, the 1099 filing question with the options **Yes, request 1099 filing** and **No, do not request 1099 filing**, **Upload W9 (optional)** and **Does this vendor provide legal services?** with **No** and **Yes**. These changes save as you make them. Once a 1099 filing is requested, **YTD 1099 Spend** also appears and saves when you leave the field.
* **Upload W9 (optional)** in **Tax settings** takes a PDF.
* **Accounting details** in the vendor's details sheet holds **Quickbooks vendor**, **Default account** and **Department**, each picked from lists in the company's accounting software. A change saves right away and shows "Accounting details updated!".
* **Recent transactions** in the vendor's details sheet shows the vendor's latest four transactions, each with its date and its to/from. Only Company Admins and Bookkeepers see it. An arrow button beside the heading, labeled **See all transactions**, opens **Banking** → **Transactions** filtered to the vendor. With none, it reads "No recent transactions".
* The **Add a vendor** form opens with the line "If you need to update payment details, you can do that the next time you pay this vendor." It has no bank detail fields.
* The **Add a vendor** form shows these cards in order: the 1099 filing question, **Upload W-9 (optional)**, **Does this vendor provide legal services?**, **Add vendor details** and, if accounting software is connected, **Accounting Details**. **Submit** is below them.
* The 1099 filing question on the **Add a vendor** form names the filing year and offers **Yes** and **No**.
* **Upload W-9 (optional)** on the **Add a vendor** form takes a PDF up to 10 MB. Every reads it and fills in the vendor's name, entity type, TIN type, TIN and address. If Every can't read the file, it shows an error.
* **Add vendor details** on the **Add a vendor** form has **Entity Type**, **Vendor**, **Type of TIN**, **Enter TIN Number**, **Email**, **Street**, **Apartment, suite, etc. (optional)**, **City**, **State** and **Zip Code**.
* **Entity Type** on the **Add a vendor** form offers C Corp, S Corp, LLC (S corp taxation), LLC (C corp taxation), LLC (Partnership taxation), Individual or Sole Proprietor and Partnership. **Type of TIN** offers SSN and EIN. Choosing Individual or Sole Proprietor sets **Type of TIN** to SSN.
* The **Add a vendor** form takes a US address and has no country field.
* **Accounting Details** on the **Add a vendor** form has **QBO Vendor** (placeholder "Select or create vendor"), **Default Account** and **Department**. Typing a name that isn't a vendor in the accounting software offers a create option, and when you select **Submit**, Every creates a vendor in the accounting software named with "(Bill)" after your name.
* If **Submit** on the **Add a vendor** form saves the vendor but not all of its accounting details, Every shows "Vendor saved, but some details failed to save".
* After **Submit**, the **Add a vendor** form shows **Success** and "Vendor was successfully created", or **Error** and "Vendor was not successfully created", and a **Done** button.
* Leaving the **Add a vendor** form before **Submit** shows "Are you sure you want to leave?" and "The information you inputted for this vendor will not be saved."
* The **Add a vendor** form always requires **Vendor**, the vendor's name, and requires nothing else unless a 1099 is requested. A name that matches an existing vendor, whatever its capitalization, shows "Vendor already exists". Every checks as you type.
* For Individual or Sole Proprietor, the **Add a vendor** form requires a first and last name and no numbers in the name.
* With **Yes** on the 1099 question, the **Add a vendor** form also requires **Entity Type**, **Type of TIN**, **Enter TIN Number**, **Street**, **City**, **State** and **Zip Code**. The TIN must be 9 digits, the state a two-letter US state code and the zip code 5 digits.
* With **Yes** on the 1099 question, **Email** on the **Add a vendor** form must be a valid email if you enter one.
* When accounting software is set up and **Yes** is chosen on the 1099 question, the **Add a vendor** form also requires **QBO Vendor**. Accounting software is set up when the company has an accounting software connection and default accounts for reimbursements and banking.
* The **Add a vendor** form shows soft warnings that don't block **Submit**. One asks "Is this a business or an individual?" and another asks you to check the capitalization.
* An international vendor needs no TIN or W-9 to be added: only the vendor's name is required unless a 1099 is requested.

### Questions people ask

* **Where do I find my vendors?** Go to **Payments** → **Vendors**.
* **Who can open Vendors?** Company Admins, Bookkeepers and Accounts Payable users.
* **Why don't I see Payments in my sidebar?** The menu shows only after your company finishes onboarding, and only for Company Admins, Bookkeepers and Accounts Payable users once Every has turned that role on for your company.
* **How do I add a vendor?** Select **Add vendor** on **Payments** → **Vendors**, fill in the cards and select **Submit**.
* **Do I need a TIN or a W-9 to add a vendor?** No. Only the vendor's name is required, unless you answer **Yes** to requesting a 1099 filing. Then the TIN, entity type and address are required too.
* **Do I need a TIN or a W-9 to add an international vendor?** No. Only the vendor's name is required, unless a 1099 is requested.
* **Why does Every say "Vendor already exists"?** The name you entered on the **Add a vendor** form matches an existing vendor, whatever its capitalization. Use a different name.
* **Why can't I save an individual vendor's name?** On the **Add a vendor** form, a vendor whose entity type is Individual or Sole Proprietor needs a first and last name and no numbers in the name.
* **Can I add a vendor's bank details when I add the vendor?** No. The **Add a vendor** form has no bank detail fields, and says to update payment details the next time you pay the vendor.
* **How do I open a vendor's details?** Hover over the vendor's row on **Payments** → **Vendors**, select the three-dot button, then select **Edit vendor**.
* **Why does selecting a vendor's row do nothing?** A vendor's row on **Payments** → **Vendors** isn't a link. The vendor's details open from **Edit vendor** in the row menu.
* **Why don't I see a menu on a vendor's row?** It appears only when you hover over the row on **Payments** → **Vendors**, as a three-dot button at the end of the row.
* **Can an Accounts Payable user see a vendor's transactions?** Not with the Accounts Payable role alone. **View transactions**, **See transactions** and **Recent transactions** show only to Company Admins and Bookkeepers.
* **How do I change a vendor's QBO vendor?** Pick it in the **QBO vendor** column on **Payments** → **Vendors**, or in **Accounting details** in the vendor's details.
* **How do I see which vendors I've requested a 1099 for?** Select the **1099 vendors** tab on **Payments** → **Vendors**.
* **How do I mark a vendor as one of my own bank accounts?** In the vendor's details, under **Type**, choose **No, this is my bank account**. Every then hides **Tax settings** and **Accounting details** for it.
* **Why can't I see Tax settings or Accounting details for a vendor?** The vendor is marked **No, this is my bank account**.
* **Can I delete or archive a vendor?** Not from **Payments** → **Vendors**: the row menu and the vendor's details have no delete or archive action.
* **Can I add or delete a vendor's bank account in the vendor's details?** No. The details have no bank account section.
* **Why does the W9 status column say Missing information?** Every doesn't have all of the vendor's TIN, street, city, state, zip code and entity type.
* **How do I show Entity Type or QBO Category?** On **Payments** → **Vendors**, select **Display**, then turn the column on under **Fields**.

### Not covered here

* What period **Year to date spend** covers. To ask, email [support@every.io](mailto:support@every.io).
* How a company adds an international vendor, since the **Add a vendor** form offers no international entity type. To ask, email [support@every.io](mailto:support@every.io).
* Whether a company can add vendors before it finishes onboarding. To ask, email [support@every.io](mailto:support@every.io).
* Whether a vendor can be removed another way. To ask, email [support@every.io](mailto:support@every.io).
* What a vendor's **Type** change does to their past transactions. To ask, email [support@every.io](mailto:support@every.io).


## Related topics

- [Get vendor](https://every-a2724ddc.mintlify.site/api-reference/vendors/get-vendor.md)
- [Create vendor](https://every-a2724ddc.mintlify.site/api-reference/vendors/create-vendor.md)
- [Update vendor](https://every-a2724ddc.mintlify.site/api-reference/vendors/update-vendor.md)
- [Get vendors](https://every-a2724ddc.mintlify.site/api-reference/vendors/get-vendors.md)
- [Collect vendor details](https://every-a2724ddc.mintlify.site/admins/bill-pay/vendor-details.md)


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