Document Management | Vendor & Customer Documents

KYC documents on the vendor record. Not in someone's email folder.

W-9, certificate of insurance, licences, bank details, NDA and MSA. Each document attached to the vendor or customer master with its validity tracked and expiry alerts ahead of the date. Full-text search across the document body. Your auditor sees every document alongside the transactions it supports, rather than in somebody's inbox.

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What the system does

Capability, input, output.

Capability	Input	Output
Vendor portal upload	Self-service submission by the vendor	Documents attached to the vendor master
W-9 on file	Form completed in the portal	Legal name, taxpayer number and entity type, with reportable status set
Taxpayer number match	Name and number from the W-9	Match or mismatch against IRS records, before the first payment
Insurance expiry	Certificate of insurance with its dates	Renewal chased ahead of expiry rather than found during an incident
Bank detail verification	Account details and payee name	Name match confirmed before the first payment
Validity tracking	Certificate or contract expiry date	Reminders 30, 14 and 3 days before
Documents at the bill	Vendor master and an active bill	Document posture surfaced inline, so a gap is visible before payment

Vendor portal upload

Input

Self-service submission by the vendor

Output

Documents attached to the vendor master
W-9 on file

Input

Form completed in the portal

Output

Legal name, taxpayer number and entity type, with reportable status set
Taxpayer number match

Input

Name and number from the W-9

Output

Match or mismatch against IRS records, before the first payment
Insurance expiry

Input

Certificate of insurance with its dates

Output

Renewal chased ahead of expiry rather than found during an incident
Bank detail verification

Input

Account details and payee name

Output

Name match confirmed before the first payment
Validity tracking

Input

Certificate or contract expiry date

Output

Reminders 30, 14 and 3 days before
Documents at the bill

Input

Vendor master and an active bill

Output

Document posture surfaced inline, so a gap is visible before payment

Compliance + integrations

KYC, the way the audit and the bill both expect.

Vendor and customer KYC must support the bill, the contract and the statutory disclosure. Centralising on the master record means the same document supports AP, procurement, audit and tax disclosure.

Regulations we work within

IRS backup withholding

A missing or mismatched taxpayer number puts the payee into backup withholding, and the amount sits with the payer.
State privacy laws

Personal data in vendor documents held to the purpose it was collected for, under the state laws that apply.
OFAC screening

Vendor documentation retained to support sanctions screening and due diligence.

Connects to

IRS TIN matching Name and number verification
Bank verification Payee name check
OFAC Sanctions list screening

Vendor & Customer Documents FAQ

What buyers ask.

A vendor changes its trading name. Do we end up with two records?

No, and this is the case that quietly creates duplicates everywhere else. The taxpayer number does not change when the name does, so the record follows the number and the old name is kept as a former name rather than becoming a second vendor. It matters more here than elsewhere, because with no national business registry the taxpayer number is the only stable identifier a US vendor has.

What if the vendor never uploads their KYC?

The vendor master tagged "KYC pending" blocks bill capture from progressing past hold status. AP cannot post the bill without the KYC; the vendor portal sends automated reminders. The CFO can override with reason for emergency procurement, captured in the audit trail.

Can the system bulk-import historical KYC from our existing system?

Yes. CSV or API bulk import is supported. Existing vendor masters import with their associated KYC documents; the live verification re-runs on import to refresh status.

Related features

See the vendor master with KYC attached.

Free trial. Add five vendors via the portal. The W-9 collection, the taxpayer-number match and the insurance expiry checks all run in seconds, and the result sits on the master and surfaces at every bill.