Vendor list template for landlords
The plumber you call at 11 at night should not live only in your phone. This sheet keeps every vendor in one place: what they do, how to reach them, what they charge, how far they will drive, and when their insurance runs out.
Vendor list columns
The vendor-list-template.csv file has these columns, in this order.
- company
- contact_name
- trade
- phone
- service_area
- rate_or_fee
- insurance_expires
- notes
What each column is for
company is the business name on the invoice. contact_name is the person who picks up. trade is one word: plumbing, electrical, hvac, appliance, landscaping, cleaning, general, or other. Those are the trades LeaseRooster uses, so the list lines up when you add vendors in the app. service_area saves you a call to a vendor who does not come out past the county line. rate_or_fee is written the way they quoted it: $125 an hour with a one-hour minimum, $60 per mowing, $250 per two-bedroom turnover. The next time an invoice comes in higher, you have the number. insurance_expires is the date on their certificate of insurance. notes is for the rest, like whether their W-9 is on file.
The mistake that costs money
Letting a vendor's insurance lapse without noticing. If an uninsured contractor gets hurt at your rental, the claim may land on you and your own policy. Ask for a certificate before the first job, write the expiration date down, and sort this sheet by that column once a quarter. Anything expiring in the next 60 days gets an email asking for the new one.
Why there is no tax ID column
You need a vendor's Social Security number or EIN for one thing: the 1099-NEC at year end. That number arrives on their W-9. Keep the W-9 in a locked folder and leave the number out of a sheet you share with a bookkeeper or a spouse. Spreadsheets get emailed around. A W-9 in a folder stays put.
Who asks for it
Your tax preparer in January, when they ask who you paid and how much. A property manager, if you ever hand the keys over. And you, on a Sunday, when the water heater quits.
IRS Form 1099-NEC, Nonemployee Compensation
IRS, Instructions for Forms 1099-MISC and 1099-NEC (2026). For payments made in 2026, you file Form 1099-NEC for each person you paid at least $2,000 in the course of your trade or business. For 2025 and earlier, the threshold was $600. Payments to a corporation are generally exempt, except payments for legal services. Get each vendor's taxpayer identification number on a Form W-9 and keep the W-9 in a locked file, not in this spreadsheet. Whether your rentals count as a trade or business is a question for your tax preparer. Consult a licensed attorney or tax professional for advice on your specific situation.
Send the work order to the right vendor
Add your vendors to LeaseRooster, assign them to maintenance requests, and see each job from request to done, on the Growth plan and up.