Intake · as they arrive
Order entry and W-9s, captured once, correctly.
Vendor and customer documents read, verified against the legal entity and entered the first time. No retyping, no duplicate vendors, no wrong TIN.
What it replaces
Every new vendor is a small data-entry project: a W-9, an entity name, a TIN, a remit address. Get one field wrong and it surfaces months later in a payment run or a 1099.
What it does
- Reads W-9s and vendor forms, including photographs.
- Verifies the legal entity name against the TIN.
- Checks for duplicates before creating a new vendor record.
- Enters the vendor into your ERP with the right payment terms.
- Captures customer orders from email or PDF into the order system.
- Flags mismatches instead of guessing.
How it runs
Send a batch
Ten W-9s or a week of orders. We return them entered and checked.
Shadow
Two weeks against your existing records.
Autopilot
New documents are entered as they arrive, duplicates blocked.
$18,000 build, then $1,200–$2,000 a month. The agent drafts, your officer signs, the retainer keeps it accurate.
Questions
Can it handle scanned W-9s?
Yes. Scans and phone photos are read, and anything illegible is routed to a person rather than guessed.
Does it check TINs?
It checks the entity name against the number format and flags mismatches. Formal IRS matching stays with your tax process.
What if a vendor already exists?
The duplicate check runs first. If a record matches, the document is attached to it instead of creating a second vendor.
Other documents we handle
Certified payroll
We take the payroll export you already produce, map every worker to the right wage classification, reconcile t...
Read moreCertificates of insurance
Every vendor, every expiry, every additional-insured clause. We read the certificate, check it against the req...
Read moreInvoice posting
Read, matched to the purchase order, coded to the right phase and posted into your ERP. Exceptions come to a p...
Read moreMWBE reporting
Participation tracked against the contract goals, assembled into the report the agency expects, with the evide...
Read moreSend one document. Get it back in 48 hours.
Free, no card. If it is wrong, you have lost nothing but the upload.
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