Vendor Management | KYC Verification

KYC verified live, at onboarding and at every bill.

The W-9 collected at onboarding, the taxpayer name and number matched against IRS records, the bank account checked against the payee name, and the vendor screened against OFAC. Insurance certificates and licences carry their expiry, so renewals surface before a payment run rather than during an incident.

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What the system does

Capability, input, output.

Capability	Input	Output
W-9 collection	Vendor onboarding in the portal	Legal name, taxpayer number and entity type certified by the vendor
TIN matching	Name and taxpayer number from the W-9	Match or mismatch against IRS records, before the first payment
Bank account verification	Account details and payee name	Name match confirmed or flagged before the first payment
OFAC screening	Entity, owner and principal names	Screened against the sanctions lists, hits queued for review
Entity status	State of formation and entity name	Good standing checked with that state's register, since there is no national one
Document expiry	Insurance certificates, licences, agreements	Renewal chased ahead of expiry rather than found at payment time
Re-verification cadence	Bank-detail change, or a scheduled sweep	Refreshed status with the audit trail retained

W-9 collection

Input

Vendor onboarding in the portal

Output

Legal name, taxpayer number and entity type certified by the vendor
TIN matching

Input

Name and taxpayer number from the W-9

Output

Match or mismatch against IRS records, before the first payment
Bank account verification

Input

Account details and payee name

Output

Name match confirmed or flagged before the first payment
OFAC screening

Input

Entity, owner and principal names

Output

Screened against the sanctions lists, hits queued for review
Entity status

Input

State of formation and entity name

Output

Good standing checked with that state's register, since there is no national one
Document expiry

Input

Insurance certificates, licences, agreements

Output

Renewal chased ahead of expiry rather than found at payment time
Re-verification cadence

Input

Bank-detail change, or a scheduled sweep

Output

Refreshed status with the audit trail retained

Compliance + integrations

KYC at the source, not at the audit.

Every verification is a live call to the source register. Status is captured at the moment of the call, with a timestamp and audit trail. No stale data, no manual entry.

Regulations we work within

IRS backup withholding

A missing or mismatched taxpayer number puts the payee into backup withholding, and the amount not withheld is generally recoverable from the payer.
OFAC sanctions

Screening against the published sanctions lists before payment. Liability here does not depend on intent.
State privacy laws

Personal data collected with notice and held to purpose, under the state privacy laws that apply rather than a single federal statute.

Connects to

IRS TIN matching Name and number verification
Bank verification Payee name check before first payment
OFAC Sanctions list screening
State registers Entity good standing, per state of formation

KYC Verification FAQ

What buyers ask.

Why is there no single registry check like other countries have?

Because the US has no national business registry. Companies register with a state, so there are fifty registers with no common identifier between them and no single number a business is known by across all of them. Verification here is built around the taxpayer number instead, which is the one identifier that is national.

Is a W-9 on file the same as a verified vendor?

No, and treating it that way is the most common gap we see. The form tells you what the vendor typed. Matching tells you whether that name and taxpayer number actually go together in IRS records. The difference surfaces months after you file, as a notice, with a withholding obligation attached and the vendor already paid in full.

What happens when a bank detail changes?

It is treated as an event rather than an edit: flagged, routed for approval, and held against the payment run until someone signs it off. This is the most common payment fraud in the US mid-market, and it usually arrives as a convincing email from a real vendor contact rather than as anything obviously suspicious.

Do you screen against OFAC?

Yes, at onboarding and on a scheduled sweep, with hits queued for a human rather than auto-blocked. This is worth taking seriously because liability does not turn on intent, so not having looked is not a defence.

What about insurance certificates?

Held against the vendor with their expiry and chased ahead of it. These are contractual rather than statutory, but they are the most chased vendor document in US AP, and an expired certificate discovered during an incident is the expensive version of finding out.

Can we verify in bulk?

Yes. Bulk TIN matching and OFAC screening are supported via CSV upload, which is worth running once against an existing vendor master. Most teams doing it for the first time find mismatches sitting in vendors they have paid for years.

Related features

Verify your top 100 vendors tonight.

Upload a CSV of your vendor master, free. By morning the TIN matches, the OFAC screen and the missing W-9s are done, and the mismatches surface on one screen with their likely cause.