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Free vendor list template

Download a free vendor list template for Excel or Google Sheets, with a filled example. It has one row per vendor for contacts, payment terms and method, W-9 and 1099 status, approval status, review date and annual spend, plus counts of approved vendors and approved vendors with no W-9 on file.

Updated · Aequo editorial team

Download the vendor list template

The Excel file has two tabs: a blank list with room for 100 vendors and a filled example with seven vendors in different situations.

Download for ExcelxlsxDownload blank CSVcsvDownload filled examplecsv

Columns: vendor ID, legal name, trade name, what they supply, contact, email, phone, remit-to address, payment terms, payment method, W-9 on file, 1099 vendor, tax ID last 4, status, date added, last reviewed, annual spend, notes. Opens in Excel, Google Sheets (File, Import), Numbers and LibreOffice.

Printable vendor contact list

One page, 20 vendors, with the columns you need at a glance.

Vendor list

Company: ______________________Updated: ___________
VendorSuppliesContactEmail / phoneTermsW-91099Status

Vendor list template from Aequo (free to use and adapt)

How to build and maintain a vendor list

Start from your accounting system's vendor export, fill the gaps, and review the list every year.

  1. Give each vendor an ID. Use the same vendor ID as your accounting system so the list and the books line up.
  2. Use the legal name from the W-9. Record the legal name exactly as on line 1 of the W-9 and any trade name separately. This is the name 1099s are filed under.
  3. Add contacts and payment details. Record who to call about orders and invoices, the remit-to address, payment terms and payment method. Keep bank account numbers out of the list.
  4. Track tax status. Mark whether a W-9 is on file and whether the vendor gets a 1099. Store only the last four digits of the tax ID here.
  5. Set a status and review date. Mark each vendor Approved, Pending or Inactive, and review the list at least once a year. Inactive vendors are a common route for fraud.

What the filled example shows

Seven vendors, each showing a case your list should handle: a corporation, an LLC and a sole proprietor who get 1099s, a pending vendor with no W-9, a card-paid subscription and an inactive vendor.

  • Corporations (Brightline, Northwind) usually do not get a 1099-NEC, so 1099 vendor is N.
  • An LLC taxed as a partnership and a sole proprietor (Ridgeway, Maya Chen) do, once payments reach the threshold. Check the year's limit with the 1099 threshold checker.
  • A pending vendor (Clearview) has no W-9 yet, so no payment goes out until one arrives.
  • A card-paid subscription (Cobalt) is reported by the card processor, not on your 1099-NEC.
  • An inactive vendor (Old Mill) stays on the list for history but should be reviewed before anyone pays it again.

Aequo AP

Keep W-9s and vendor defaults with the vendor, not in a spreadsheet

Aequo AP lets you request W-9s from vendors, stores tax IDs encrypted and masked on screen, and gives you a 1099 summary. When a bill is coded, the vendor's default GL account, department and cost center are applied first, and each invoice is checked against that vendor's past invoices for duplicates.

Live with QuickBooks Online, Xero, FreshBooks and Zoho Books. Oracle NetSuite, Sage Intacct and Microsoft Dynamics 365 Business Central are in early access.

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Frequently asked questions

How do you create a supplier list?

Start with an export of vendors from your accounting system, then add one row per supplier with the legal name, contact, what they supply, payment terms, payment method, W-9 and 1099 status, approval status and annual spend. Remove duplicates by checking names, addresses and tax IDs, mark vendors you no longer use as inactive, and review the list at least once a year.

What information should a vendor list include?

At minimum: vendor ID, legal name, trade name, what they supply, a contact name, email and phone, remit-to address, payment terms, payment method, whether a W-9 is on file, whether they get a 1099, status and the date the record was last reviewed. Annual spend helps you see which vendors matter most.

What does a vendor need to provide before you add them?

A completed W-9 for US vendors (W-8BEN or W-8BEN-E for foreign vendors), business contact details, remit-to address and bank details for electronic payment, and a certificate of insurance if they will work on your site. Use a new vendor setup form to collect it in one go.

What is an approved vendor list?

An approved vendor list (AVL) is the set of suppliers your company has vetted and allowed to receive purchase orders and payments. Buying from a vendor outside the list usually needs an exception or a new vendor request. The Status column in this template works as a simple AVL.

How do I export a list of vendors from my accounting system?

Most systems have a vendor list report you can export to Excel or CSV: the Vendor Contact List report in QuickBooks Online, a contacts export filtered to suppliers in Xero, or a saved vendor search in NetSuite. Paste the export into this template and add the columns your system does not hold.

Should I keep vendor tax IDs in a spreadsheet?

Keep only the last four digits. A full EIN or Social Security number in a shared spreadsheet is a data-protection risk. Keep the signed W-9 in a secure system with access limited to the people who file 1099s.

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