Automate vendor onboarding
Unstract reads each new vendor's registration form, W-9, bank letter and insurance certificate, checks them against each other and your existing vendors, and creates the approved vendor in your ERP or accounting system.
Trusted by finance teams around the globe
New vendors arrive as a stack of attachments
A buyer wants to place the first order. Before that can happen, someone in AP has to collect a registration form, a W-9, a bank letter and an insurance certificate, compare them line by line and key the vendor in by hand.
Every field on a registration form keyed into the vendor master by hand
A phone photo of a W-9, skewed, with a stamp across the tax ID
A tax ID on the W-9 that doesn't match the registration form
A bank letter chased for two weeks while the first order waits
A duplicate vendor found after both records were paid
Each new vendor waits for a person to gather the paperwork, cross-check it and key it, and the first purchase order waits with it.
Unstract reads every document a new vendor sends, checks the tax ID, bank details and insurance against each other and your existing vendors, and routes the vendor through your approval chain. AP sees only the vendors whose paperwork disagrees.
From the supplier portal to the vendor master, without the keying
Five steps, run on their own for every vendor. Parsing by LLMWhisperer, extraction by Document Studio, the whole run by Flow.
Pick up vendor paperwork wherever it lands
New vendors send their paperwork through the supplier portal, to the AP inbox or to the buyer who asked for them. The registration form, the W-9 or W-8BEN, the bank letter or voided check, the certificate of insurance and the contract are gathered into one record per vendor, tied to the buyer who requested it.
A W-9 that arrives a day after the form joins the same record instead of a separate email.
Read every vendor document, then pull the fields that matter
LLMWhisperer reads each document as text with its layout kept, so a photographed W-9 or a bank letter on letterhead reads as cleanly as a typed PDF, and the tax classification boxes come through checked or unchecked. Document Studio extracts the fields you defined: legal name, tax ID, addresses and contacts, bank and routing numbers, payment terms, insurance limits and expiry dates.
Every vendor's paperwork comes back as the same record, whichever form or bank sent it.
Check every vendor against its own paperwork and your vendor master
The W-9 is checked against the registration form for legal name and tax ID, the bank details against the bank letter, the insurance certificate against the limits you require, and the vendor against every existing vendor for a repeated name, tax ID or bank account. A vendor that passes keeps moving. One that doesn't stops in a review screen with the documents side by side.
Set the hold conditions once (a name or tax ID mismatch, a missing W-9, low insurance) and only those vendors wait for a person.
Route each vendor through procurement, AP and compliance
Each vendor follows the approval chain you set: procurement confirms the business need, AP confirms the payment terms and remit-to details, and compliance confirms the insurance and tax forms. Each approver sees the extracted record with the source documents one click away.
New or changed bank details always go to a second reviewer, so no single person can add an account that gets paid.
Create the approved vendor where AP and procurement already work
The approved vendor is created in your ERP vendor master, in NetSuite, QuickBooks or the system you run, and in your procurement system, such as Coupa or SAP Ariba, with the W-9, bank letter, certificate and contract attached. Every approval and correction is recorded against the vendor.
The buyer can raise the first purchase order the same day, and the audit file is already complete.
Watch it onboard the vendors you added last month.
Send the paperwork from a handful of recent new vendors. We run the full vendor onboarding process on them live and show every field, check and hold.
Everything a new vendor sends you
Documents
- Vendor registration forms
- W-9 forms
- W-8BEN and W-8BEN-E forms
- Bank letters
- Voided checks
- Certificates of insurance
- Contracts and agreements
- Bank detail change requests
- Supplier portal submissions
- Existing vendor records from your ERP
Fields captured
Our agents are extroverts.
Cloud storage like S3, Google Drive, Dropbox and Box. Databases and warehouses like Snowflake, BigQuery, Postgres and SQL Server. Accounting, ERP and CRM systems like QuickBooks, Xero, SAP, NetSuite, Salesforce and HubSpot. Project trackers like Jira, Asana, ClickUp and Linear. And anything with an API.
Start with one category of new vendors
No developers on your side. The run is built on the paperwork your vendors already send and proven on one group of new vendors before the rest follow.
Book a consultation
We walk through your current vendor onboarding together: what new vendors send, which checks AP and compliance run, and who approves.
Built on your vendors' paperwork
The fields, the cross-checks, your insurance requirements and the approval chain are set up on real registration forms, W-9s and bank letters from your own vendors.
Pilot one vendor group, then widen it
One category, such as packaging or freight suppliers, runs live within days. When the holds land where they should, every other category follows on the same rules.
For the teams that own the vendor master
Vendors created with matched bank details and a checked W-9, and a held vendor shows exactly which document disagrees.
Supplier onboarding that keeps pace with sourcing, so a new supplier is ready for its first purchase order the week it is chosen.
A clean vendor master with no duplicates, and an approval trail behind every bank account that gets paid.
One onboarding run across every client and entity, each with its own insurance limits, approvers and ERP or accounting system.
New vendors ready in minutes, bad bank details stopped first
Built for paperwork that carries bank accounts
A vendor packet holds a tax ID, a bank account and routing number, and the name of the person allowed to change them. A fake bank letter slipped into onboarding sends real payments to the wrong account.
- Encrypted in transit and at rest.
- Vendor documents are never used to train models.
- Access by role and entity, so a buyer sees the vendor record while bank details stay with AP, and every change is recorded against the vendor.
- Retention you set: vendor documents are kept or deleted on the schedule your records policy requires.
- Self-hosted deployment for finance teams that keep vendor tax and bank data inside their own environment.
Questions AP and procurement raise first
Vendor onboarding is the work between choosing a vendor and paying it: collecting a registration form, a W-9 or W-8BEN, bank details and an insurance certificate, checking them against each other and your existing vendors, getting approvals and creating the vendor in your ERP. Unstract runs every step on its own and stops only where the paperwork disagrees.
In two passes. LLMWhisperer reads each page as text with the layout kept, including the checkboxes on a W-9 and a stamp on a bank letter. Document Studio then extracts the fields you defined, such as legal name, tax ID, bank and routing numbers and insurance limits, by what they mean rather than where they sit on the page.
Yes. Every new vendor is checked against the vendors already in your ERP or accounting system for a repeated legal name, tax ID or bank account, so a duplicate is caught before it is created rather than after it is paid twice.
Most supplier onboarding software collects the paperwork through a portal and leaves the reading and checking to a person. Unstract reads what the portal collects, compares the W-9 with the registration form and the bank details with the bank letter, and sends only the vendors that disagree to AP.
Take bank details from a bank letter or voided check, not from a typed form alone, and have a second person approve every new or changed account. Unstract applies both rules on every vendor, and a mismatch between the form and the letter holds the vendor for AP.
The W-8BEN or W-8BEN-E is read the same way as a W-9: name, country of tax residence, foreign tax ID and treaty claim. The vendor is checked against its registration form and follows the same approval chain.
The vendor stops in a review screen that shows the mismatched value, the page it came from and the document it was checked against. AP or procurement corrects it, keeps it or asks the vendor, the decision is recorded, and every other new vendor keeps moving.
To your ERP vendor master, such as NetSuite or QuickBooks, and to your procurement system, such as Coupa or SAP Ariba, with the source documents attached. Flow creates the vendor as part of the run, so nobody keys it again.
Unstract is SOC 2, ISO 27001, GDPR and HIPAA compliant. Vendor documents are encrypted in transit and at rest, never used to train models, and kept only as long as you choose, and every new or changed bank account goes to a second reviewer. Self-hosted deployment keeps processing inside your own environment; see the Trust Center.
No developer work on your side. In a consultation we set up the run on your own vendors' paperwork, your insurance requirements and your approval chain, pilot it on one vendor category, and most teams are live there within days.
Send us the paperwork from your last five new vendors
Registration forms, W-9s, bank letters and certificates, the phone photos included. We run them live and show which ones your team would have caught.