Vendors and onboarding

Everyone you pay is a recipient: vendors, cleaners, utilities, and owners. Bill pay and Pay Someone share the same recipients, so you set them up once.

Add a recipient yourself

1. Go to Payments > Recipients.
2. Click Add Recipient.
3. Enter the recipient's name and email, and optionally a Label and Role (Owner, Staff, Cleaner, Utility, Maintenance, or Other).
4. Choose Bank Transfer and enter the routing number, account number, and account type, or choose Check and enter a mailing address.
5. Save.

Invite a recipient to onboard

Inviting is the safest way to collect payment details, because the recipient enters their own bank information.

1. Go to Payments > Recipients and click Invite.
2. Choose Business or Individual.
3. Enter their name and email, plus an optional label and role.
4. Send the invitation.

The recipient gets an email with a secure onboarding link where they enter their payment details and tax information. Until they finish, they show as Pending. To nudge them, open the recipient and click Resend Invite.

To send reminders automatically, turn on Automatic Recipient Reminders in Settings > Account > Payments. Accountable re-sends the invitation up to 3 times (after 1 day, 3 days, then a week) and stops once they finish onboarding.

W-9 forms

Open a recipient to see their W-9 Form. If the recipient completed onboarding, their W-9 information is there. You can also upload a W-9 you collected another way: click to upload a PDF, PNG, or JPG up to 10MB.

Updating bank details

To ask a recipient for bank details, or for new ones after a returned payment, open the recipient and click Request Bank Details or Request New Bank Details. They receive a secure link to update their information.

You can also edit details directly with Edit Account Details. The full account number is required to change bank details.

Check preferences

For check recipients, you can set:

• Check Shipping Speed: how mailed checks are sent.
• Check Delivery: Mail it for me or I'll print it myself. Printing is only available when Print Your Own Checks is on for your account.

Recipient details

Each recipient shows Created on, Last paid on, entity type, and payment details. Click Send Money to pay them directly.

Tip: Use the Label field for the name your team actually uses, like "Joe (Pool Guy)," so the right recipient is easy to find.