Vendor documents, collected without chasing

Asks every new vendor for their W-9 and insurance certificate, follows up until both arrive, checks them and files them.

The operation

Live example

Click a step to see how it works.

When we add a new vendor to our vendor sheet in Excel, email them for their W-9 and insurance certificate. Check both are complete and the insurance hasn't expired. If they don't send them, follow up every three days. If something looks off, ask Avery in Finance on Slack. Once everything's in, save both to the vendor's Google Drive folder and mark the vendor ready in the sheet.

Here's the plan:

Identify New Vendor: checks the vendor sheet every day for vendors nobody has asked yet, and marks them requested so each is only asked once. You can also start one by hand with a short form.
Collect Documents: emails the vendor for both documents, then follows up every three days until they arrive.
Review Documents: reads both documents and checks the insurance expiry date.
Escalate to Finance: if anything looks off, asks Avery on Slack whether to accept them or ask again.
Complete Onboarding: saves both documents to the vendor's folder and marks them ready in the sheet.

It's built. Tell me what to change. For example: "Also ask for their bank details."

Daily Vendor Intake Check

Checks the vendor Excel spreadsheet every weekday at 9:00 AM for newly added vendors that require W-9 and insurance compliance onboarding.

Timer

Vendor Onboarding Intake Form

Kick off vendor onboarding by submitting vendor details or updating the vendor sheet.

Form

Identify New Vendor

Identify newly added vendors in the Excel vendor sheet that require onboarding.

Finance requests updated or corrected documentation from the vendor.

← Escalate to Finance

Collect Documents

Needs input

Wait for the vendor to reply with the requested documents, sending reminders every 3 days if not received.

Waits for a reply

Continues after 3d

Review Documents

Inspect the submitted W-9 and Certificate of Insurance for completeness and validity.

Both W-9 and insurance certificate are complete and valid with active coverage.

← Review Documents

Finance reviews and approves the vendor documents.

← Escalate to Finance

Complete Onboarding

Upload approved vendor documents to the vendor's Google Drive folder and mark the vendor ready in the Excel sheet.

Something looks off, information is missing, or insurance has expired.

← Review Documents

Escalate to Finance

Reach out to Avery in Finance on Slack for human review and decision when documents look off or issues arise.

Step by step

New vendors can't be paid until their W-9 and insurance certificate are on file, and getting both usually takes several reminders. This operation asks, follows up, checks what comes back and files it.

1Each day Malleable finds vendors in the sheet that nobody has asked yet, and marks them requested
2It emails the vendor for their W-9 and insurance certificate
3It follows up every three days until both arrive
4It checks both are complete and the insurance hasn't expired
5If anything looks off, it asks Avery in Finance on Slack
6It saves both to the vendor's Google Drive folder and marks the vendor ready

What the team gets

Follow-ups every three days, automatically
Expired insurance caught before you pay
Finance only sees the ones that look off

Apps it uses

Microsoft
Google
Slack

Want to see one of your processes run like this?

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