Vendor onboarding
Vendors who manage themselves
You've got subcontractors sending W-9s by fax, insurance certificates expiring without notice, and compliance gaps nobody catches until audit time. We build portals where vendors keep themselves current.
The vendor management mess
Calling, emailing, and texting to get basic documents. Vendors are busy too. Things slip.
Insurance lapsed? License expired? You find out when something goes wrong.
Documents in email, shared drives, filing cabinets. Nobody knows what's current.
Compliance audit coming? Time to scramble for documents you should have already.
What you get
Vendors log in and upload their own documents. No chasing, no waiting.
Define what each vendor type needs: W-9, insurance, licenses, certifications. System tracks it.
Automatic alerts before documents expire. Vendors get reminders. You get escalations.
COIs uploaded, coverage verified, additional insured status confirmed automatically.
See which vendors are compliant and which need attention. Always audit-ready.
No compliant documents, no payment. System enforces the policy automatically.
By vendor type
Licenses, insurance, W-9, safety certifications, union cards, equipment certifications.
Contracts, NDAs, professional liability insurance, licensing verification.
W-9, credit application, payment terms agreement, product certifications.
MSA, rate sheets, worker verification, liability coverage, compliance attestations.
Common requirements we track
How we build it
Frequently asked questions
Vendors receive an email invitation with a secure link to your branded portal. They create an account, see exactly what documents you require, and upload them directly. The portal guides them through each requirement, validates document types, and confirms successful submission. You never have to chase vendors for documents again.
The system handles all common vendor documents: W-9 and tax forms, Certificates of Insurance (COIs), additional insured endorsements, business and professional licenses, safety certifications like OSHA, workers compensation certificates, signed contracts, NDAs, and any custom documents your business requires. Each document type can have its own validation rules and expiration tracking.
When vendors submit documents, they enter a configurable approval queue. You can set up single-approver or multi-level approval workflows based on vendor type or document category. Approvers receive notifications, can approve or reject with comments, and request corrections. The system maintains a complete audit trail of all approval decisions.
The system automatically checks COIs against your coverage requirements: liability limits, workers comp coverage, additional insured status, and policy dates. Expiring documents trigger automatic reminders to vendors 30, 14, and 7 days before expiration. Your compliance dashboard shows real-time status for every vendor, flagging anyone who falls out of compliance.
Yes. We build integrations with major accounting and AP systems including QuickBooks, Sage, NetSuite, and others. The integration can enforce compliance before payment: vendors without current documents get flagged or held automatically. Vendor master data syncs between systems so you maintain a single source of truth.
Clean up your vendor files
Tell us what you need from vendors and how you're tracking it today. We'll show you how to make vendors responsible for their own compliance.