📅 Published: June 10, 2026
If vendor paperwork lives in random email threads, downloads folders, and old file names, it becomes hard to prove what you have and what is missing.
Quick answer
Use one main vendor folder, one folder per vendor, and consistent subfolders for W-9s, insurance, licenses, client forms, submitted packets, and expiration tracking.
Use one main vendor folder, one folder per vendor, and consistent subfolders for W-9s, insurance, licenses, client forms, submitted packets, and expiration tracking.
Recommended structure
Folder structure
Vendor Paperwork
Vendor Name
01 W-9
02 Insurance COI
03 Licenses Certifications
04 Client Forms
05 Submitted Packets
06 Notes Expiration Tracking
File naming rules
- Start with the vendor name
- Add the document type
- Add the date
- Avoid vague names like document.pdf or scan.jpg
- Keep old versions in an archive folder if needed
Example names
- ABC-HVAC_COI_2026-06-10.pdf
- ABC-HVAC_W9_2026-06-10.pdf
- ABC-HVAC_License_Expires-2027-01-31.pdf
- ABC-HVAC_Submitted-Packet_ClientName_2026-06-10.pdf
Final thought
The folder structure should be simple enough that someone else can understand it without asking you where everything is.
Need vendor paperwork cleaned up?
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