Vendors in DigitalTenant are the service professionals and contractors you work with across your properties — plumbers, electricians, landscapers, and more. This guide walks you through the full five-step wizard to add a new vendor to your account.
Before You Start
- You must be logged into your DigitalTenant account.
- Have the vendor's contact information ready — name, email, phone, and address.
- If you plan to send them a 1099, have their tax information on hand.
1. Click Create New
From your Dashboard, click the Create New button in the top-left corner of the sidebar. A menu will appear listing all the record types you can create.
2. Select Create New Vendor
From the Choose an Option menu, click Create New Vendor. This opens the Add Vendor Details wizard.
3. Step 1 — Personal Details
Fill in the vendor's personal and contact information:
- Photo — Optional profile photo upload
- First Name / Middle Name / Last Name
- Phone Number
- Company — The business name they operate under
- Job Title — Their role or trade (e.g., Sr Operations Director)
- Address Line 1, City, State, Zip Code, Country
Click Next to continue.
4. Step 2 — Services
Select what type of work this vendor does. Click the What does this vendor do? dropdown and choose the most appropriate service type (e.g., Licensed Plumber).
Click Next to continue.
5. Step 3 — Insurance
Enter the vendor's insurance information. All fields on this step are required:
- Provider — The insurance company name
- Policy Number — Their policy identifier
- Coverage — The type and amount of coverage (e.g., $1,000,000 General Liability)
- Effective Date — When the policy starts
- Expiration Date — When the policy expires
💡 Keeping insurance records current protects you as a landlord. You'll want to update this information each time a vendor renews their policy.
Click Next to continue.
6. Step 4 — Properties
Choose which properties this vendor is authorized to work on. You have two options:
- This vendor can work on all my properties — Select this if the vendor services your entire portfolio. No further selection needed.
- This vendor can work only on specific properties — Select this to limit their access. A Properties dropdown will appear — click it and select each property one by one. Selected properties will appear as tags in the field.
Click Next to continue.
7. Step 5 — Federal Taxes
Indicate whether you plan to issue this vendor a 1099 for tax purposes:
- Do not send 1099 forms to this vendor — Select this for vendors who are incorporated or don't meet the 1099 threshold.
- I want to send 1099 forms to this vendor — Select this for independent contractors you pay $600 or more per year.
💡 When in doubt, consult your accountant. The IRS generally requires a 1099-NEC for unincorporated contractors paid $600 or more in a calendar year.
Once selected, click Submit to save the vendor.
What Happens Next
After submitting, you'll see a Success confirmation — "Vendors added successfully." Click Go To Vendor to view their full profile.
- Review and update their information at any time from their vendor profile.
- Assign them to work orders and maintenance tasks directly from their profile.
- Update their insurance details when their policy renews.
💬 Still need help? Contact us at support@digitaltenant.com or use the Help button in the bottom-right corner of your dashboard.