Operations · simulation
Vendor onboarding
Every new vendor starts a paperwork chase across email for a W-9 and a certificate of insurance.
The preview checks those two documents and shows the follow-up or the AP flag. It does not contact the vendor.
Simulation only. Buttons on this page do not send email, create records, or change QuickBooks, Microsoft 365, Google Workspace, or any other system.
Workflow sequence
- 01
Packet arrives
- 02
W-9 is on file or a follow-up is queued
- 03
Insurance date is checked
- 04
AP gets a summary
What the rules look for
Sample data| Check | Passes when | Otherwise | Result |
|---|---|---|---|
| W-9 | Already uploaded | Follow-up to the vendor | Logged |
| Insurance | More than 30 days left | AP flag | Logged |
Sample vendor packet
Fictional vendor. No document is requested from anyone.
A missing W-9 queues a follow-up. Missing insurance, or a certificate inside 30 days, flags AP. Every packet is logged.
W-9 is not on file. A real build would email the vendor. This preview will not.
Insurance is missing or inside 30 days. AP would be flagged in a real build.
Preview log
ReadySystem actions inside this simulation
Packet accepted
Sample form
W-9 checked
On file or follow-up
Insurance checked
Date or missing
AP summary prepared
Not emailed
Audit line
Stored in this preview
| Time | Event | State |
|---|---|---|
| Run the preview to see the sequence. | ||
What a typical implementation includes
Automation Starter · $2,500
What a typical implementation includes
The live demo described about two hours per vendor of document chasing. That is an illustration.
- An intake form for the vendor, contact, W-9, and insurance date
- A follow-up when the W-9 is missing
- A flag when insurance is missing or inside 30 days
- A summary for accounts payable
- An audit log, documentation, and a 30-day adjustment window
Quoted separately: A QuickBooks vendor record, e-sign, or an insurance-verification service.
Scoped add-on
Integrations that cost extra
Direct connections are quoted after we see the system. An export or a spreadsheet is not the same thing as a native integration.
- W-9 signing
- 60-, 30-, and 14-day insurance reminders
- Create the vendor in accounting after approval
- A list of expiring certificates
- A year-end W-9 export