Automate employee onboarding paperwork
Unstract reads each new hire's paperwork as it arrives (the offer letter, I-9, W-4, direct deposit form and benefits elections), checks the forms against each other and opens the employee in your HRIS or payroll system before the first day.
Trusted by HR and payroll teams around the globe
New hire paperwork arrives in pieces, days before the start date
The offer is signed and the start date is set. The I-9, the W-4, the deposit form and the benefits elections then trickle in through a portal, an inbox and phone photos, and an HR coordinator keys each one into the HRIS and payroll while the first day gets closer.
Tax and deposit forms keyed into payroll by hand before the first run
An I-9 scanned crooked, with a stamp over the document number
A start date on the I-9 that doesn't match the offer letter
A W-4 chased by email until the Friday before day one
The same hire entered twice, once by HR and once by payroll
Each form has to be read, compared with the others and keyed into two or three systems before the new hire can be paid on time.
Unstract reads every form in the packet, checks names, dates, the I-9 documents and the deposit details, and sets the hire up in your HRIS or payroll system. An HR coordinator sees only the packets with a gap.
From the onboarding portal to HRIS and payroll, without the keying
Five steps, run on their own for every new hire. Parsing by LLMWhisperer, extraction by Document Studio, the whole run by Flow.
Pick up the new hire packet wherever it lands
New hires upload forms to the onboarding portal, reply to the HR inbox with a signed offer letter, e-sign policy acknowledgments and send phone photos of a passport or a voided check. Each piece is picked up where it arrives and filed under one record per new hire.
Nothing sits in a personal inbox waiting to be forwarded. The run starts when the first form arrives.
Read every onboarding form, then pull the fields that matter
LLMWhisperer reads each form as text with its layout kept, so the W-4's checkboxes, a handwritten I-9 Section 1 and a passport photo taken at an angle all come out clean. Document Studio then extracts the fields you defined: name, address, SSN, start date, job and pay, tax withholding, bank details, and the I-9 document numbers and expiry dates.
The same field definitions run on every packet, whichever version of a form the hire filled in.
Check every form against the others before the start date
Names and dates are compared across the offer letter, the I-9 and the W-4. Section 1 of the I-9 is checked for completeness by the first day, and the routing and account numbers on the deposit form are checked against the voided check. A packet that agrees keeps moving. One that doesn't stops with the forms side by side.
This employee onboarding automation checks the paperwork. Work eligibility stays a decision your HR team makes.
Stop for an HR coordinator only when a form is missing or wrong
A missing form, a name that doesn't match, an expired I-9 document or a deadline at risk stops the packet for an HR coordinator before the start date, with the form beside the employee record. The coordinator fixes it or goes back to the new hire, and the decision is recorded against the packet.
Complete packets go straight through, so coordinators spend their time on the hires who need a call.
Open the employee record where HR and payroll already work
The employee record is created in your HRIS, payroll gets the tax withholding and deposit details, and benefits elections go to your benefits administration system. Unstract connects to HRIS and payroll systems such as Workday or ADP, and every form stays attached to the record it fed.
Nobody keys the same hire into three systems, and the audit trail builds as the run goes.
See it run on last month's new hire packets.
Bring the onboarding forms from a recent hiring wave, phone photos included. We run them while you watch, and you see which packets your coordinators would have had to chase.
Every form in a new hire packet
Documents
- Offer letters
- I-9 forms
- W-4 forms
- Benefits enrollment forms
- Passports
- Driver's licenses and state ID cards
- Direct deposit forms
- Voided checks
- Policy acknowledgments
- State tax withholding forms
- Emergency contact forms
- Job requisitions from your HRIS
Fields captured
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Live on one hiring location first
Your IT team doesn't have to build anything. The run is set up on the forms your new hires already send and proven on one location before the others join.
Book a consultation
We go through a recent onboarding wave with you: which forms new hires send, how they arrive, and what HR checks before day one.
Built on your own new hire packets
The fields, the cross-form checks and the hand-off to your HRIS, payroll and benefits administration are set up on real packets from your hires, not samples.
Pilot one location, then add the rest
One office or one warehouse runs live within days. When the holds land where they should, the other locations follow with the same rules.
Built for the teams that get new hires ready for day one
Complete packets set up in the HRIS without keying, and only the gaps on a coordinator's screen before the start date.
W-4 withholding and deposit details checked against the voided check before the first payroll run, not after a returned payment.
Employee onboarding automation for every client company, each with its own forms, policy acknowledgments and benefits plans.
New hire paperwork for a large placement wave read and checked in a day, so workers start on the date the client asked for.
New hires ready on day one, gaps caught before it
One packet, every new hire's most sensitive data
An onboarding packet puts a new hire's SSN, bank account details and copies of identity documents in one place. In the wrong hands, that is enough to open credit or redirect a paycheck in the employee's name.
- Onboarding forms and identity copies are encrypted in transit and at rest.
- New hire documents are never used to train models.
- Access by role, location and client company, with every correction recorded against the packet.
- Retention you set: processed packets are deleted on the schedule your records policy requires.
- Self-hosted deployment for employers and PEOs that keep employee data on their own servers.
What HR teams ask before they start
No. Unstract handles the onboarding paperwork: it reads the forms, checks them and posts the data to your HRIS, payroll and benefits administration. It is not a full onboarding platform, so task lists, orientation scheduling and equipment stay in the HR onboarding software you already run.
They turn each document into the same set of fields every time. For onboarding, that means the name, SSN, start date, withholding, bank details and I-9 document numbers from every form in the packet, with a confidence score on each value. Unstract adds the checks between the forms, so a packet with a gap stops for a person instead of reaching payroll.
Yes. Document Studio can be deployed as an API endpoint per document type: post a W-4, a deposit form or a payslip and get a structured record back. It also runs as a pipeline that picks files up from a shared drive or an inbox and posts records to your HRIS or payroll system.
Most PDF tools need a text layer, and a phone photo of a passport or a scanned I-9 has none. LLMWhisperer reads image-based documents as text with the layout kept, including handwriting, checkboxes and pages photographed at an angle, so the extracted fields match what the new hire wrote.
Yes, and that is how Unstract works. It checks that the I-9 is complete, that the dates agree and that a document hasn't expired. It does not decide work eligibility, run E-Verify, or give tax or benefits advice. Those decisions stay with your HR team, with the forms in front of them.
The packet stops for an HR coordinator with the forms side by side and the mismatch marked: a name, a date, an account number or a missing signature. The coordinator corrects it or goes back to the hire, the decision is recorded, and the other packets keep moving.
Unstract is SOC 2, ISO 27001, GDPR and HIPAA compliant. Onboarding forms are encrypted in transit and at rest, never used to train models, and kept only as long as you choose. Self-hosted deployment keeps employee data on your own servers; the Trust Center lists the controls.
We do, with you, in a consultation. The run is set up around your own forms, your checks and your HRIS or payroll system, then goes live on one location within days. Other locations follow when the holds land where they should.
Bring the packets from your last ten new hires
Offer letters, I-9s, W-4s and deposit forms, the crooked scans included. We run them in the consultation and show which packets would have stopped and why.