📅 Published: June 13, 2026
Google Drive can work for vendor paperwork if the folder structure is clean. The problem is usually not the tool; it is random naming and no tracking system.
Quick answer
Use one master vendor folder, one folder per vendor, consistent file names, and a spreadsheet that links to each folder.
Use one master vendor folder, one folder per vendor, consistent file names, and a spreadsheet that links to each folder.
Recommended folder structure
Folder example
Vendor Files
Active Vendors
ABC Plumbing
W-9
COI
Licenses
Agreements
Notes
XYZ HVAC
W-9
COI
Licenses
Agreements
Notes
Inactive Vendors
Pending Vendors
Templates
Drive rules
- one vendor name format
- no random downloads folder
- include expiration dates in file names
- keep inactive vendors separate
- link folders in your tracking spreadsheet
- limit editing access
- review expiring documents monthly
Tracker columns
| Column | Purpose |
|---|---|
| Vendor | who the folder belongs to |
| Folder link | one-click access |
| W-9 status | payment setup |
| COI expiration | renewal tracking |
| License expiration | compliance tracking |
| Status | active, pending, inactive |
| Notes | exceptions or follow-up |
Need vendor paperwork cleaned up?
If COIs, W-9s, licenses, expiration dates, and vendor folders are scattered everywhere, DamnJobs can help organize the mess.