Wake County has partnered with PaymentWorks to handle the collection, validation, and management of all vendor information. PaymentWorks is a cloud-based software that is both easy and free to use. Vendors will receive an invitation to register and will be able to enter all of their information safely and securely.
It is the vendor’s responsibility to maintain and keep their PaymentWorks account current. Registration in PaymentWorks does not guarantee any level of business or bidding opportunities. Wake County requires all vendors to enroll in EFT and be paid by direct deposit.
Additional benefits and information about PaymentWorks can be found on their website or the frequently asked questions below. If you need assistance with your registration in PaymentWorks, please view the Help site and click Contact Support. Click here for Onboarding Instructions.
If you would like to receive an invitation to become a Wake County vendor or have general questions about the process, please email the Wake County Finance Department at vssvendor@wake.gov.
Google Chrome or Microsoft Edge is the required browser to register in PaymentWorks.
The Purchasing Department uses Bonfire to post County bids and notify vendors of bidding opportunities. If you are interested in doing business with Wake County, you should register in the Bonfire System. Once you are registered in Bonfire, you can select commodity codes that are applicable to your business.
PaymentWorks Frequently Asked Questions
Overview and Benefits of Use
Q: Who is PaymentWorks?
A: PaymentWorks is a digital supplier onboarding and payment platform that helps you get onboarded and paid quickly, while maintaining data security.
Q: Why is the County partnering with PaymentWorks?
A: PaymentWorks provides a vendor portal that verifies vendor submitted information for accuracy prior to making payments.
Q: How does the process work?
A: To become a Wake County vendor, please request a vendor invitation from the department to whom you will be providing goods and services. You will receive an email notification inviting you to register as a new Wake County payee.
Q: What are the vendor benefits of using PaymentWorks?
A: Vendors will be able to make changes to their address and banking information through the portal. They will also be able to view current and historical payment information.
Q: I am a diverse supplier. Will PaymentWorks capture that information?
A: Yes. PaymentWorks collects this information when registering to become a Wake County vendor. Vendors will also be able to make changes to their diverse certification and upload documents supporting their status.
Q: I have already registered in the Bonfire System. Do I still need to register in PaymentWorks?
A: Registering in Bonfire only allows you to review and submit bids to the County. If awarded, you will be required to register as a Wake County vendor through PaymentWorks if you are not already registered.
General Information
Q: What do I need to get my enrollment started?
A: You will need:
- Current address information
- Social security number (SSN) or employer identification number (EIN)
- One of the following: A bank letter that includes account information, voided check, voided deposit slip, letter on company letterhead or a copy of a bank statement.
Q: How am I able to update my contact or banking information?
A: Vendors can access and update their own information within the PaymentWorks portal.
Q: Can I register as a vendor without an invitation?
A: No. The onboarding process requires an email invitation. You will need to receive an invitation link from the department you are working with.
Q: How long is the approval process?
A: Once you submit the registration form, PaymentWorks will do an initial review and then will submit the form to the County for a final review and approval. If everything is ok with the documentation the process should take approximately 72 hours; if there is an issue, the form will be sent back for correction which could make the process take longer. Once your organization is connected, PaymentWorks will notify you of the approval and provide you with your Wake County vendor number via email.
Q: How does PaymentWorks validate banking information? Will I be contacted?
A: PaymentWorks uses various methods and industry-leading software to validate vendor's banking information. In some occurrences they will still need to speak with someone listed on your account and yes, you may receive a phone call to confirm your details.
Q: Can I check on my invoice and payment status through PaymentWorks?
A: Yes, once enrolled, you will have the ability to view invoice/payment details in PaymentWorks.
On the home page when you first enter PaymentWorks, click on the "Invoice" tab from the top menu bar. You should then see a list of your invoices with Wake County. Each invoice can be clicked on in order to view the full invoice details.
Screenshots that show the tab detail and how to export into an Excel file can be viewed on this PaymentWorks article.
Q: I am a foreign supplier; can I enroll through PaymentWorks?
A: Yes, you can. The custom forms will change to accommodate the vendor type and which questions are needed. A domestic (US) bank account will be required in order to sign up for ACH payments. Wire will be the only payment method available for those with foreign bank accounts. Please make sure to enter your intermediary bank account details, when appropriate. If your county does not have a SSN or TIN to enter in the required field, please access the Help Center and contact Support in order to obtain a placeholder ID to use for your registration.
Payment Registration Challenges & Questions
Q: Can I have someone at Wake County fill out the online registration form on my behalf?
A: No, since the onboarding process requires an email invitation and the vendor to complete and attest to their own information, it can only be done by the company being onboarded. Access the Help Center and contact Support for additional guidance if questions arise.
Q: I am having trouble loading my W-9, what should I do?
A: You can either enter the information in manually, or if you have the W-9 you can contact Support through the Help Center and provide the file through the Contact Support button.
Q: I need to reset my password, but I am not getting my password reset email.
A: If that has occurred please follow these instructions to reset your password.
Q: I do not have the technical capacity to fill out the online registration. What should I do?
A: Contact vssvendor@wake.gov for guidance if you are unable to complete the registration form.
Q: I am already registered in PaymentWorks under another organization. How do I connect my account?
A: You will need to receive an invitation link from the department you are working with. Upon clicking that link, a screen will appear with "Join Now" in the center. If you already have a PaymentWorks account, click on "Click here to login" text located underneath the "Join Now" button. Once in your PaymentWorks account, your New Vendor Registration form for Wake County will be located under the "Connect" tab beneath the "Customer Registrations" section. If you do not see your Wake's New Vendor Registration form on this page, then your PaymentWorks account does not yet have a reference to our invitation. Please go back and check the invitation email and follow the instructions to register using your existing PaymentWorks account.
If your PaymentWorks account was created using your New Vendor Invitation and you are still unable to locate your New Vendor Registration form, please contact PaymentWorks Support for assistance.
Q: How do I transfer or change the email account my registration is connected to?
A: If you are able to log into your account, do so and click on the "account" link in the top right corner of your screen. Then click on the blue "edit" button and update your email account. Be sure to click the green "save" button to finalize all the changes. You will then be able to sign into the account using the new email address. If needed, you can also change the password on the account, as well.
If you are unable to log into your account, access the Help Center to contact Support and they can assist with the update.
Q: What if I have additional technical questions regarding PaymentWorks?
A: Access the Help Center to contact Support for additional guidance.