Vendor onboarding

Collects each new vendor's W-9, insurance certificate and banking details, checks them, and marks the vendor ready to pay.

Live example

Click a step to see how it works.

Chat

When someone adds a new vendor, ask the vendor to upload their W-9, insurance certificate and banking details on a form. Draft that email in my Gmail so it comes from us, and draft a reminder every three days until they're all in. Check the W-9 name matches the vendor, the insurance meets our limits and hasn't expired, and the banking details are complete. If anything's off, let our AP contact decide. Then mark the vendor ready in our vendor sheet and tell whoever added them.

Here's the plan:

Read the vendor's details: when an employee adds a vendor on the form, reads its name, contact and who added it.
Collect the documents: drafts an email in your Gmail asking the vendor to upload their W-9, insurance certificate and banking details on a form, and drafts a reminder every three days until they're in.
Check the documents: checks the W-9 name matches the vendor, the insurance meets your limits and hasn't expired, and the banking details are complete.
Mark the vendor ready: marks the vendor ready to pay in your vendor sheet and tells the employee who added them.
AP decides: when something looks off, your AP contact accepts the vendor anyway or asks for new documents.

Set your AP contact, required insurance and vendor sheet in the settings. Tell me what to change. For example: "Also require auto liability of $500,000."

New vendor

An employee adds a vendor to onboard.

Form

Read the vendor's details

Reads the vendor's name and contact, and who added them.

The vendor's details are in.

← Read the vendor's details

The AP contact wants new documents.

← AP decides

Collect the documents

Needs input

Drafts an email in your Gmail asking the vendor to upload their documents, and a reminder every three days.

Waits for a reply

Continues after 3d

The vendor sent the documents.

← Collect the documents

The AP contact accepts the vendor.

← AP decides

Check the documents

Checks the W-9 name, that the insurance meets your limits and hasn't expired, and the banking details.

Everything checks out.

← Check the documents

Mark the vendor ready

Marks the vendor ready to pay in the vendor sheet and emails the employee who added them.

Something is off or missing.

← Check the documents

AP decides

Needs input

Emails the AP contact what looks off and a form to accept the vendor anyway or ask for new documents.

Waits for a reply

Step by step

Before you can pay a new vendor you need their W-9, a certificate of insurance and banking details, and someone has to check them. Malleable asks the vendor for all three, reminds them until they arrive, checks what comes back, and brings in your AP contact only when something looks off.

1An employee adds a new vendor and its contact on a form
2Malleable drafts an email in your Gmail asking the vendor to upload their W-9, insurance certificate and banking details on a form, and drafts a reminder every three days until they're in
3It checks the W-9 name matches the vendor, the insurance meets your limits and hasn't expired, and the banking details are complete
4It marks the vendor ready to pay in your vendor sheet and tells the employee who added them
5If something looks off, your AP contact accepts the vendor anyway or asks for new documents

What the team gets

Vendors reminded every three days until their documents arrive
Expired or too-low insurance caught before you pay
AP only sees the vendors that look off

Apps it uses

Google

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