Skip to content
Contact us
  • There are no suggestions because the search field is empty.

W9s & Vendors FAQ | Roll Credits Help Center

W9s & Vendors FAQ

Written by Chase Gladish

Managing Vendors

How do I manage vendors?

Navigate toProjects → Vendors & POs and open the Vendors tab.
Here, you’ll see a list of all vendors imported from Invoices & Estimates (uploaded under Transactions → Vendors & Contractors).

Each row displays:

  • Vendor Name

  • Business Name

  • W9 Status

  • W9 File

  • A Review button (eye icon) to view vendor details

Vendor Name

Business Name

W9 Status

W9 File

A Review button (eye icon) to view vendor details

How can I view vendor details?

  1. Go to Projects → Vendors & POs

  2. Click the eye icon next to the desired vendor to open a “Vendor Details” window.

Go to Projects → Vendors & POs

Click the eye icon next to the desired vendor to open a “Vendor Details” window.

Details shown:

  • Vendor Name & Business Name

  • Contact Phone & Email

  • Address, City, State, Zip

  • SSN & EIN

  • Company Type

  • Payment Preferences (Timing & Type)

Vendor Name & Business Name

Contact Phone & Email

Address, City, State, Zip

SSN & EIN

Company Type

Payment Preferences (Timing & Type)

How can I merge vendors?

  1. Go to Projects → Vendors & POs → Vendors

  2. Locate the vendor you want to merge and click the three dots on the far right.

  3. Select Merge Vendor from the dropdown menu.

Go to Projects → Vendors & POs → Vendors

Locate the vendor you want to merge and click the three dots on the far right.

Select Merge Vendor from the dropdown menu.

A pop-up window will appear prompting you to choose another vendor from a dropdown list to merge with.

Once selected:

  • The merge will apply across all projects in your company.

  • All transactions associated with the original vendor will be reassigned to the selected vendor, both retroactively and moving forward.

  • You’ll see a summary of how many transactions will be affected before confirming the merge.

The merge will apply across all projects in your company.

All transactions associated with the original vendor will be reassigned to the selected vendor, both retroactively and moving forward.

You’ll see a summary of how many transactions will be affected before confirming the merge.

After reviewing the details, click Merge to complete the process.

Importing & Exporting Vendors

Can I import a vendor list?

There’s no direct bulk import option. However, uploading Invoices or Estimates will automatically create vendor entries.

Steps:

  1. Go to Transactions → Vendors & Contractors

  2. Click Upload & Scan

  3. Choose to upload an Invoice or Estimate

  4. Drag & drop or select your files (.pdf, .png, .jpg, .jpeg, .heic).

    • You can upload up to ~80 documents at once.

Go to Transactions → Vendors & Contractors

Click Upload & Scan

Choose to upload an Invoice or Estimate

Drag & drop or select your files (.pdf, .png, .jpg, .jpeg, .heic).

  • You can upload up to ~80 documents at once.

    • You can upload up to ~80 documents at once.

    Our system will:

    • Auto-scan and extract relevant data: vendor name, amount, issue date, address, card info, etc.

    • Create a transaction with all this information and attach the original document.

    Auto-scan and extract relevant data: vendor name, amount, issue date, address, card info, etc.

    Create a transaction with all this information and attach the original document.

    How can I export a vendor list?

    Go toProjects → Vendors & POs and click Export Vendor Information to download a full breakdown of your vendor data.

    How can I export all W9s for my vendors?

    Go to Projects → Vendors & POs and click Export All W9s to download a complete set of all stored W9 files.

    W9 Management

    How can I request a W9 from a vendor?

    1. Go to Projects → Vendors & POs → Vendors

    2. Locate the vendor and click + Add a W9 under the “W9 File” column

    3. Select Request W9 from Vendor

    4. Enter the vendor’s email and click Save

    Go to Projects → Vendors & POs → Vendors

    Locate the vendor and click + Add a W9 under the “W9 File” column

    Select Request W9 from Vendor

    Enter the vendor’s email and click Save

    An email will be sent prompting the vendor to upload their W9. Once uploaded, it will automatically populate in the “W9 File” column and be available across all projects.

    How do I add a W9 to a vendor?

    1. Go to Projects → Vendors & POs → Vendors

    2. Under the “W9 File” column, click + Add a W9

    3. Choose one of the following:

      • Request W9 from Vendor – sends an automated email to the vendor

      • Add W9 Manually – upload the file yourself (.pdf, .png, .jpg, .jpeg, .heic)

    Go to Projects → Vendors & POs → Vendors

    Under the “W9 File” column, click + Add a W9

    Choose one of the following:

    • Request W9 from Vendor – sends an automated email to the vendor

      • Request W9 from Vendor – sends an automated email to the vendor

    • Add W9 Manually – upload the file yourself (.pdf, .png, .jpg, .jpeg, .heic)

      • Add W9 Manually – upload the file yourself (.pdf, .png, .jpg, .jpeg, .heic)

      How do I delete a vendor?

      1. Go to Projects → Vendors & POs → Vendors

      2. Find the vendor you wish to remove

      3. Click the three dots on the right, then select Delete Vendor

      Go to Projects → Vendors & POs → Vendors

      Find the vendor you wish to remove

      Click the three dots on the right, then select Delete Vendor