You choose the required documents inside the vendor invite: open the Vendor Setup Requirements section on the Invite new vendor form and check or uncheck each item in the REQUIRED ITEMS checklist before you click Send invitation. Every new vendor invite starts with a standard set of nine requirements checked for you, so you are tailoring a list, not building one from scratch.
Applies to: Managers and Admins
Steps
Click Vendors in the left sidebar, then click Add vendor in the top right.
The drawer opens on Find the company. Type the company's name into the search field, which prompts "Search by company name…". If nothing matches, click Invite new vendor in the no-results panel. That opens the invite form in the same drawer.
Fill in the fields under REQUIRED TO SEND INVITE. The invite goes to the address in Contact Email, and that person can forward it to the right person on their team.
Required fields to send the invite: Company Name and Contact Email. Contact First Name, Contact Last Name, and Contact Phone are all optional.
Click Vendor Setup Requirements to expand the section. It starts collapsed. The toggle is on by default, and the summary line reads 9 items will be issued with this invite.
Review the REQUIRED ITEMS checklist. All nine items are checked by default: W-9 Tax Form, Certificate of Insurance (ACORD 25), Contractor License, Workers' Comp COI, EMR Letter, Safety Program / OSHA 300A, EIN / Tax ID, Company Address, and Bank / Payment Info.
Uncheck any item you do not want to require from this vendor. To start from an empty list instead, click Deselect all at the top-right of the REQUIRED ITEMS header, then check only the items you need.
Confirm the N items will be issued with this invite counter matches the number of items you want to require. The counter updates as you check and uncheck items.
Important: Clicking Send invitation emails the vendor right away and issues the checklist exactly as you left it. Confirm the counter and the checked items before you send.
Click Send invitation.
What happens next
The vendor is created with the status Invite sent, and the drawer switches to an Invitation sent confirmation showing the address the invite went to, along with Add another vendor and Close. Click Close to return to the Vendors list, where the new vendor now appears. The contact receives the invite email at the address you entered and is asked to submit each item you kept checked. Only the items showing in the counter are requested. If you switch the Vendor Setup Requirements toggle off before sending, the invite goes out with no document requirements attached.
If this doesn't work
If you do not see the REQUIRED ITEMS checklist, check two things. First, the Vendor Setup Requirements section starts collapsed, so click the row to expand it. Second, if you added a company straight from the search results with the Add button, no checklist is issued on that path at all. Click Back to search, then use Invite new vendor from the no-results panel instead.
If the summary line reads No items will be issued, the Vendor Setup Requirements toggle is off. Switch it back on to bring the checklist back. If it reads 0 items will be issued with this invite, you clicked Deselect all. Click Select all, or check just the items you need.
If Send invitation does not send, Company Name or Contact Email is empty, or the email address is not a valid address. Fill both in, check the email for typos, then try again.
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