Keep a vendor's W-9, insurance and other documents

Each vendor has a Documents section for their paperwork: W-9, insurance certificate, license, contract, price list or anything else. Plainstamp keeps track of expiry dates and reminds owners and admins before insurance or a license runs out, so you don't pay a contractor whose cover has lapsed.

Upload a document#

1. Go to Vendors and click the vendor.

2. Scroll to Documents.

3. In the drop-down, pick what kind of document it is: W-9, Insurance certificate, License, Contract, Price list or Other.

4. For an insurance certificate or license, a date box appears. Enter the date it expires.

5. Click Upload and pick the file.

   

The document is listed with its kind, file name and size. A document that expires shows expires and the date, in orange when it's within 30 days and red once it has expired.

Change a document's kind#

Next to each document is a drop-down. Pick a different kind (or Other file) to relabel it.

Change or remove an expiry date#

Got the wrong date in, or the vendor renewed their cover?

1. Under the document's name, click Change expiry. (For an insurance certificate or license with no date yet, click Add expiry date.)

2. Pick the new date and click Save. To take the date off altogether, click Remove date instead. Cancel closes it without changing anything.

The document shows the new date straight away, along with the vendor's card on the Vendors page and the Calendar. Reminders follow the new date: reminders already sent for the old one don't count, so you get the 30-day, 7-day and expired reminders again for the new date. A document with no expiry date gets no reminders. The change is recorded in the Activity log.

Expiry reminders#

When an insurance certificate, license or other dated document is 30 days from expiring, 7 days from expiring, and once it has expired, owners and admins get a notification and an email: ABC Cleaning Co.'s insurance certificate expires in 7 days. The email suggests asking the vendor for an updated copy before you pay them again.

On the Vendors page, these vendors show an orange flag on their card (Insurance certificate expires in 12 days) and are counted under Needs attention.

W-9s for 1099 vendors#

If a vendor is marked Gets a 1099 and there's no document labelled W-9, their page says No W-9 on file. You'll need it for their 1099. and their card is flagged No W-9 on file. Upload the W-9 with W-9 chosen in the drop-down and the warning goes away.

Let the vendor upload it themselves#

On the Team plan and up, send the vendor their portal link with Ask them for a W-9 or Ask for their insurance certificate ticked. What they upload lands right here, labelled correctly, with the expiry date they enter. See Send a vendor their portal link.

Find all your documents#

Every file attached anywhere in Plainstamp, including vendor documents, is also on the Documents page. See Find files and finished items.