Vendor onboarding / W-9 + COI collection Ready

New vendor packet intake — W-9 chase, COI expiration tracking, AP notified, audit log on every submission.

Replaces the paperwork chase across email for every new vendor.

Recent vendor packets

RefVendorW-9COIStatus
VND-2201Blue Ridge ElectricOn fileDec 2026Approved
VND-2194Valley HVAC SupplyPending—Follow-up sent
VND-2188ProLine ConcreteOn fileAug 2026COI expiring

Microsoft Forms — New vendor packet

Incoming submission

Vendor Intake · Acme Construction LLC
Rules: W-9 pending → auto follow-up to vendor · COI missing or < 30 days → AP flag · All packets logged
W-9 not on file — vendor follow-up email queued automatically.
COI missing or expiring soon — AP flagged for review.

Vendor packet processed

Automation run

Actions executed

  • Form validatedVendor packet accepted
  • W-9 checkOn file or follow-up queued
  • COI checkExpiration validated
  • AP notifiedSummary email to accounts payable
  • Audit logVendor_Log row appended
TimeEventStatus

This page is an interactive preview. Starter delivery wires the workflow to your forms, email, and spreadsheet — tools you already own.

What's included — Starter

$2,500 fixed
~2 hrs/vendor saved on W-9 + COI chase-down

Stops new vendor paperwork from living in email attachments and forgotten folders.

  • Vendor intake form — name, contact, W-9 status, COI expiration
  • W-9 follow-up — auto email to vendor when not on file
  • COI tracking — flag missing or expiring within 30 days
  • AP notification — summary on every new packet
  • Audit log — vendor, W-9 status, COI date, timestamp
  • Handoff doc + 30-day tweak window

Not included on day one: QuickBooks vendor sync, e-signature platform, or insurance certificate verification API.

Book a consult →

If you want us to go further

Scoped add-on

Connect deeper once packets are flowing and you see what's still manual.

  • DocuSign / Adobe Sign — W-9 e-sign on submit
  • COI renewal sequence — 60/30/14-day reminders to vendor
  • QuickBooks vendor record — auto-create on approval
  • Compliance dashboard — expiring COIs rollup for owner
  • 1099 prep export — W-9 data ready for year-end

Each integration is quoted separately after we see your stack.