How do you make sure every new vendor is vetted before you pay them?
A vendor onboarding AI Employee that runs each day, checks every new vendor request for a complete W9, banking form, and signed contract, records each vendor's status to your register, and flags anything missing or invalid in Slack. It never approves a vendor and never touches payment setup itself.
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Vendor onboarding paperwork is simple in principle and inconsistent in practice. A W9 arrives unsigned. A banking form is missing the routing number. A contract comes back with the wrong entity name because someone copied and pasted from a template. None of these are hard to catch individually, but catching all three, for every vendor, every time, is the kind of checklist work that a busy person does thoroughly on the first vendor of the week and loosely on the tenth. The cost of skipping it isn't visible until later. A vendor gets set up for payment on paperwork that turns out to be incomplete, and untangling it after the fact costs far more than the two minutes the check would have taken. What's missing isn't judgment about whether to onboard a vendor; it's someone reading every attachment against the same checklist, every time, without skipping ahead to the next request.
The vendor onboarding AI Employee runs once a day and works from your vendor register rather than any memory of the prior run. Each run reads new vendor request threads from a dedicated Email label, checks each attachment against a fixed checklist: a complete, signed W9; a complete banking form; a signed contract with a matching entity name. It records the result for every vendor whether clean or flagged, drafts a follow up email for anything missing or invalid, and posts a summary to Slack for a person to act on. It never marks a vendor approved and never sets up a payment method or banking profile.
See exactly how the work gets done.
Runs on a daily schedule, fresh each time
Once a day, a fresh run starts with no memory of the previous one. The vendor register it reads from Sheets is the only thing carried over, so the same vendor is never processed twice and nothing depends on the AI Employee remembering anything itself.
Carries the intake checklist as a skill
What counts as a complete W9, a complete banking form, and a valid signed contract travels with the AI Employee as a skill: the exact fields each document needs, how the vendor name must match across all three, and what 'invalid' looks like versus 'missing.' This is the fixed standard every vendor is checked against, every run.
Connects to your systems, with permissions you set
It reads new vendor requests and their attachments from a dedicated Email label, reads and writes the vendor register in Sheets, drafts follow up emails for missing or corrected documents, and posts a summary to Slack. It connects with permissions you set; credentials stay in memory, never written to disk, never exposed to the model.
Stops at collect, validate, and record
It never marks a vendor approved, never initiates a payment method, and never touches a banking or ACH setup in any system, not even for a vendor whose paperwork is fully complete. Follow up email to a vendor is created as a draft only; a person reviews and sends it. Bank account and routing numbers are checked for presence and completeness but never copied into the register. Only the document's status is recorded.
Records every vendor and flags what's missing
Each day the register gains one row per new vendor request, complete or flagged, with the specific missing or invalid item named, and Slack gets one summary post. Anything incomplete has a draft email already written and waiting. A person reviews the flag, sends the draft or requests something else, and makes the actual onboarding decision.
Runs in your environment
Every run happens in your own infrastructure, reaching only Email, Sheets, and Slack. Your data never leaves it; only the register update and the Slack post are meant to persist past the run.
Collect, validate, and record, nothing further
The AI Employee checks documents and writes status to the register. It has no path to mark a vendor approved or to configure a payment method or banking profile, complete paperwork or not.
Drafts, never sends
A follow up email to a vendor is created as a draft. A named human reviews and sends it.
No sensitive data at rest in the register
Bank account and routing numbers are checked for completeness on the source document but never transcribed into the register, only a status. Credentials connect with permissions you set and stay in memory, never written to disk, never exposed to the model.
You own every rule
The intake checklist, the register schema, and the per system permissions are yours, versioned and changed on your terms, not in a vendor dashboard.
Vendor paperwork that used to get a thorough read on the first request and a quick skim by the tenth now gets the same checklist every time, recorded in one register instead of scattered across a dozen email threads. The AI Employee collects, validates, and records; a person still decides who gets approved and who gets paid.
Every day
New vendor requests checked against the same fixed checklist
3 documents
W9, banking form, and signed contract validated per vendor
0 approvals
Vendor approval and payment setup always stay with a person
Our free AI audit shows you where AI fits, what your security risks are, and gets your first AI employee working.
How does YP run operations across your tools from one Slack thread?
Reachable from any Slack thread, it runs cross platform operations (onboarding, reviews, provisioning, billing changes) across the systems you connect, holding irreversible steps for a named human.
×How do AI Employees turn every meeting into notes and assigned action items?
Turns each finished call into structured notes and files every action item as a ticket routed to its owner, flagging anything it can't confidently assign for a person.
×How do you get a new hire set up and ready on day one?
Reads the role and prepares the account, memberships, and first week checklist. The access granting steps pause for a named human's signature.
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