The problem
Your AP side is a dumping ground.
Bills land in QuickBooks with no vendor record behind them. W-9s live in a Drive folder no one maintains. 1099 season means six hours of manual digging — every January.
It’s not that AP is hard. It’s that nothing is in the same place as anything else.
1 in 3 small businesses misfiled 1099s last year
Missing W-9s are almost always why.
w9-forms · Google Drive
QuickBooks · Bills
Slack · #finance-ops
Three tools. Zero vendor context.
What’s inside
One supplier record. Everything connected.
From the first bill to the 1099 — every payment, receipt, and compliance form in the same place.
Connected to the rest of PrimeBase
A bill isn’t just a number. It’s inventory received, books updated, and a supplier kept in the loop.
No re-entry. No chasing. Vendors, accounting, and inventory work off the same record.
AS
Acme Supply Co.
David Torres · AP Contact
ActiveW-9 ✓
Vendor Record
Supplier portal software
Supplier portal software — they self-serve, you stop replying to “where’s my payment?”
Every vendor gets a login under your domain. They see delivery receipts, bill status, and payment dates — without sending you an email. Onboarding new suppliers takes 2 minutes: invite, set permissions, done. The “where’s my payment?” thread that runs five times a week stops landing in your inbox.
Common questions
What people ask before they switch.
Vendor records and bills are added directly in PrimeBase. Each vendor record holds contact info, payment terms, and bank details. Bills can be entered manually or are created automatically when a GRN is received — no CSV importer needed for most teams getting started.