Accounts payable templatesAutomate new vendor setup in QuickBooks
When a new supplier sends their details, Modern reads the form and W-9, checks the vendor does not already exist and creates it in QuickBooks with the right terms once your AP lead approves.
TriggerWhen a supplier form lands in ap@
Steps4 steps, from trigger to sign-off
ControlAP lead approves every new vendor
Free to start. No card needed.
When a supplier form lands in ap@The instruction
“When a new supplier sends a setup form or W-9 to ap@, read the legal name, address, tax ID, payment terms and bank details. Check QuickBooks for an existing vendor with a similar name or the same tax ID. Draft the vendor with Net 30 terms unless the PO says otherwise, flag the bank details for a call-back check, and ask the AP lead to approve before creating it.”
Works with every major ERP
- +100 more
How it runs
4 steps from trigger to sign-off
- 01
Read the form
Picks up supplier setup forms, W-9s and bank letters sent to ap@.
Gmail - 02
Extract the details
Pulls the legal name, address, tax ID, terms and contact details.
Modern - 03
Check for duplicates
Searches QuickBooks for vendors with a similar name or the same tax ID.
QuickBooks - 04
Approve the vendor
The AP lead approves, then Modern creates the vendor in QuickBooks with the W-9 attached.
QuickBooks
Related templates
More AP automations
- Replaces DextWhen a bill lands in accounts@
Accounts payable
File supplier bills from your inbox into Xero
Reads every bill sent to accounts@, codes it, checks for duplicates and drafts it in Xero for your approval.
5 stepsUse template → 
When a bill is created in XeroAccounts payable
Flag duplicate bills before they are paid
Checks every new bill in Xero against past bills by supplier, number, amount and date, and flags likely duplicates in Slack.
4 stepsUse template →- Replaces ApprovalMaxWhen a vendor bill is entered in NetSuite
Accounts payable
Match bills to purchase orders and receipts
Matches each NetSuite vendor bill to its PO and item receipt, and sends differences to the budget owner in Slack to approve.
4 stepsUse template →
FAQs
Set up new suppliers from their forms: FAQs
Can’t find what you’re looking for? Send us a message and a person on the team will answer.
It checks the W-9 is complete and that the tax ID is not already on another vendor. Any formal TIN matching still runs through your usual process.
Modern records bank details from the form but flags them for a call-back check before the first payment. Pair it with the bank detail change check for later updates.
Yes. Modern creates suppliers in Xero, NetSuite, Sage or QuickBooks from the same form.