For Admin & Accounting
Requesting Payment and Tax Info from a Vendor
The short answer
Open the vendor and choose Send Onboarding Email (or Resend Onboarding Email). The vendor gets a secure link to a short form: their details, their W-9, and a bank account or check mailing address. The vendor shows Awaiting Vendor Info until they submit. If they cannot use links, enter the details yourself and upload the W-9 they send you.
Send a request
- Open the vendor. Under More Actions, choose Send Onboarding Email.
- Add a Note if you want; it goes in the email.
- Choose Send Request. The vendor page shows the open request under Vendor Information Requests.
What you can ask for
| Request | What the vendor fills in |
|---|---|
| Request Vendor Information | Business or individual details, W-9, and a payment method. |
| Request Payment Details | Only a bank account or check mailing address. Choose Ask vendor when adding a payment method. |
| Request Verification | Their legal business name and tax ID, checked by Dolly. |
| Request Payment Confirmation | Whether each payment method on file is theirs. They approve or decline each one. |
What the vendor sees
- Info: legal name, email, address and work state.
- W-9: their EIN or SSN, and a W-9 to upload as a PDF, PNG or JPEG.
- Payment: connect a bank account, enter account and routing numbers by hand, or give a mailing address for checks.
- Review: check everything and choose Submit.
If your workspace requires verification, a Verify step comes first. The full walkthrough from the vendor’s side is in Getting Paid by a Production Through Dolly.
Following up
Choose Bump on an open request to send a reminder. If the link has expired, send a new one; the vendor sees “Link Expired or Invalid” on an old link. Previous Requests keeps a history, including any reason a vendor gave for declining.
Frequently asked questions
- The vendor says the W-9 will not upload from their phone.
- The form takes PDF, PNG or JPEG files. A photo of the form works. If it still fails, have them email it to you and upload it under Documents on the vendor page.
- The vendor only got the W-9 step. Is that right?
- Yes, if you only asked for some details. The steps match what the request asks for.
- Can I see what the email says before it goes?
- Yes. When adding a vendor, choose Show email preview under the request option.
Keep reading
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