Every invoice, payment, W-9, and 1099 hangs off a vendor record, so vendor hygiene is the quiet foundation of clean books. Bizdivers gives vendors a real lifecycle with an approval gate.
Create a vendor
Go to Master data → Vendors and click Add Vendor. The form covers the essentials: name and type (supplier, contractor, consultant, and more), tax ID, contact and address, payment terms and method, and internal notes. If the vendor is a contractor you'll report to the IRS, check 1099 Eligible and pick a Default 1099 Category; it becomes the fallback when AI extraction can't classify a payment on its own.
The approval gate
New vendors start as Draft. Open one and click Submit for Approval to move it into the approval queue; a reviewer then opens it and clicks Approve (the vendor becomes Active and can receive payments) or Reject (the relationship is terminated, with the reason recorded). Later you can set a vendor Inactive or Suspended; suspended vendors can't be paid, and invoices from them can't be approved.
Vendors that create themselves
When an invoice arrives from a vendor you've never recorded, Bizdivers creates a draft vendor automatically and flags it with an Auto-created badge. The Review Queue tab on the Vendors page collects everything awaiting a human: complete the profile (tax info, payment details, address), then submit and approve it like any other vendor. On the invoice side, the Vendor Match panel suggests existing vendors with a confidence rating so you can Confirm a match instead of creating a duplicate.
W-9s and 1099s, attached to the vendor
The vendor list shows a W-9 badge on every row: On File, Pending Review, or Required. Click it to open the vendor's Tax Info tab, with the W-9 status, tax classification, a year-to-date payment bar against the 1099 reporting threshold, and every 1099 form generated for that vendor. Collecting W-9s and generating forms have their own guides: W-9s and 1099 season.
Why the ceremony?
The approval gate is a fraud control. Fake-vendor schemes are among the most common small-business frauds there are, and here a vendor that no human ever approved never reaches Active, so it can't quietly start receiving payments.