Vendors & Contractors

Vendors & Contractors is the second step of a payroll run — where you pay the companies and individuals your production owes for goods and services, outside of staff payroll. It uses the same table and row layout as Employees & Loan-outs; this page covers what's different for vendors and contractors.

How payees get here

Vendors and contractors join a run the same way employees do — automatically, based on eligibility, not through an "add" dialog. See How a run gets built. If a vendor or contractor you expect isn't showing up, check the not-ready panel above the table first (it names the specific gap — usually onboarding or a document), and note the caveat there about brand-new vendors with no rate and no payment history yet.

There are no tabs on this step for Vendors vs. Contractors vs. anything else — it's one list, groupable by All / Department / Union the same as Employees & Loan-outs.

Entering this week's payment

Most vendors and contractors bill per invoice rather than carry a standing weekly rate, so their row's rate area reads "one-time payments" instead of showing a rate dropdown. To enter what you owe them this week:

1. Expand their row.
2. In the Contract pay box, click Add.
3. Enter a description (for example, "Costume rental — week 14"), and an amount.
4. If the payee's role can file either way, choose 1099-NEC or 1099-MISC for that payment; otherwise Greenroom applies the correct bucket automatically and just tells you which.

That's the payment line for the week — there isn't a separate "vendor payment" form. The same Allowances & reimbursements and Deductions boxes described in Adding Employees are also available here for one-off reimbursements or withholdings tied to a vendor or contractor payment.

Payment method — direct deposit or paper check — follows what's on file on the vendor's or contractor's own payee profile; there's nothing to choose here on the run.

Representatives

Below the table, a read-only Representatives card lists every agent, manager, or other representative owed a commission this run — one combined row per representative, summing what's withheld across every payee they represent, with the count of payees it was withheld from. This is derived entirely from what's configured on each represented payee's own profile; you can't add, edit, or remove anything from this card. See Representatives & Child Trust Payments for the full picture, including where the commission is withheld on the payee's own side.

Continuing from this step

Clicking Continue here is a real transition, not just moving to the next tab: it submits the run into In review status. Steps 1 and 2 no longer carry a separate "submit" of their own — Employees & Loan-outs just navigates forward, but finishing Vendors & Contractors is what advances the run's status. If any row is still unapproved, you'll get the same warning as on Employees & Loan-outs (go back, continue anyway, or approve everyone) before it proceeds.

Removing a payment

Expand the row and click Remove from run in the footer, the same as on Employees & Loan-outs — this excludes the payee from the run's totals without deleting anything. Click Re-include in run to bring them back.

Best Practices

• Put invoice numbers and any reference details in the payment description, since there's no dedicated invoice field
• Choose the correct 1099 bucket when you're prompted for one — it's not something you can fix later from this screen
• Check the Representatives card before you continue — a missing or wrong commission traces back to the represented payee's profile, not to anything on this step
• Remember that Continue on this step moves the run to In review — make sure everything's entered first

Next Steps

After completing Vendors & Contractors, continue to the Payroll Summary and Union Reports steps — see Payroll Processing Introduction — or see Representatives & Child Trust Payments for more on agent, manager, and child trust payments.