AppFolio Tutorials - Ep. 18 How to set up a new vendor in your AppFolio Database

Hello everyone, and welcome back to APM Help Academy. In today’s video, we’re going over how to set up a new vendor in your AppFolio database.

Starting the New Vendor Process

You have two ways to begin:

1. From the Dashboard:
   
   • Select Task → New Vendor on the right-hand side.
2. From the People Section:
   
   • Navigate to People → Vendors → New Vendor.

Entering Vendor Information

1. Name Options:
   
   • Enter full name or company name.
   • Example: Hand Rard, our maintenance vendor.
2. Additional Information:
   
   • Website
   • Type of vendor / trade
   • Tags (for filtering/searching)
3. Work Order Selection:
   
   • If the vendor should not appear as a work order option, toggle this off.

Contact & Tax Information

• Ensure accurate address for mailing and 1099 purposes.
• Enter Taxpayer ID — critical for both owners and vendors.
• Select whether to send a 1099 (usually yes, unless they are W2 employees).

Accounting & Payment Preferences

1. Bill Payments:
   
   • All bills on one check
   • 10 bills per check
   • One check per bill
2. Check Layout:
   
   • Consolidated or line-by-line per bill.
3. Other Payment Options:
   
   • Hold payments temporarily
   • Send eCheck receipts
   • Set payment terms
   • Add check memo for recurring tasks (e.g., landscaping)
   • Link a pre-existing expense account to autopopulate bills
   • Add vendor discounts or markups

Bank Account Information

• Required if paying vendors via AppFolio eCheck system.
• Select Yes to pay via eCheck and input bank account information.

Licenses & Contracts

• Input licenses and contract information for compliance and risk management.

Final Step

• Once all information is complete, click Save.
• Your new vendor is now added to the database and ready for use.

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