Vendor W-9 and Insurance Certificate Collection
A done-for-you everyday business automation built for the Vendor Relations Manager, connecting Slack, Airtable, and PandaDoc so the work below happens on its own.
What this automation does, step by step
Before any new vendor gets set up for payment in Bill.com, they automatically receive a PandaDoc request for a signed W-9 and a current certificate of insurance, and payment stays blocked in the system until both documents come back and are verified, closing a common gap where vendors get paid before compliance paperwork is on file.
Insurance certificates get logged with their expiration date in Airtable, and 30 days before any policy lapses, both the vendor and the procurement team automatically get a renewal reminder so coverage never quietly expires mid-contract.
At year end, 1099 generation pulls directly from the verified W-9 records instead of finance scrambling to track down missing tax IDs in January.
This closes off a real liability gap and makes tax season measurably less painful.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a vendor relations manager, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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