Vendor onboarding and payment processing

Purpose

1.1. Automate collection, verification, and onboarding of new vendors, integrating critical compliance steps, document management, and ongoing payment processing for civil engineering professional service providers.
1.2. Reduce manual intervention, proactively automate vendor communications, gather tax information, verify credentials, handle contractual uploads, and automate payment lifecycle management.
1.3. Seamlessly automate syncing between procurement, finance, and legal/administrative systems, ensuring full audit trails and up-to-date records for all vendor partners.

Trigger Conditions

2.1. New vendor submission via web portal or form
2.2. Internal staff initiates vendor onboarding via ERP or eProcurement system
2.3. Email receipt with subject “New Vendor Request”
2.4. Upload of vendor credentials to designated cloud storage
2.5. Scheduled review deadlines for expiring documentation
2.6. Approval tags or status changes in project management systems
2.7. Accounts Payable receives vendor invoice
2.8. Successful completion of compliance checks
2.9. Signature collection event finalized in document management system

Platform Variants

3.1. DocuSign
• Feature/Setting: API—Envelope creation for automated contract signature requests.

3.2. Adobe Sign
• Feature/Setting: REST API—Automate agreement workflows for vendor contracts.

3.3. Gusto
• Feature/Setting: Partner API—Automate vendor payment setup and IRS compliance checks.

3.4. QuickBooks Online
• Feature/Setting: API—Automated vendor record creation and payment processing.

3.5. Xero
• Feature/Setting: Contacts API—Automate vendor onboarding; Payments API for payouts.

3.6. SAP Ariba
• Feature/Setting: Buyer API—Automated vendor enrollment and qualification sync.

3.7. Oracle NetSuite
• Feature/Setting: SuiteTalk API—Automate vendor records, W-9 upload, and automated payments.

3.8. FreshBooks
• Feature/Setting: Automatic expense categorization & smart payments.

3.9. Zoho Books
• Feature/Setting: Vendor API—Automates vendor contact creation and bill payments.

3.10. Stripe
• Feature/Setting: Connect API—Automate payment onboarding and automated compliance checks.

3.11. PayPal
• Feature/Setting: REST API—Automated payout workflows to new vendors.

3.12. Plaid
• Feature/Setting: Auth API—Automates bank account verification for faster onboarding.

3.13. Slack
• Feature/Setting: Incoming Webhooks—Automated notifications for every onboarding step or exception.

3.14. Microsoft Teams
• Feature/Setting: Automate message dispatch for onboarding tasks or approvals.

3.15. AWS S3
• Feature/Setting: EventBridge—Automated monitoring and routing of uploaded vendor docs.

3.16. Dropbox Business
• Feature/Setting: File request/automation for document collection.

3.17. Google Drive
• Feature/Setting: Drive API—Automated folder creation and document intake for each new vendor.

3.18. Asana
• Feature/Setting: Project automation triggers for onboarding checklist and payment reminders.

3.19. Monday.com
• Feature/Setting: API-based board automation for supplier approval and payment status.

3.20. Jira
• Feature/Setting: Issue automation for managing onboarding requests and compliance reviews.

3.21. HubSpot
• Feature/Setting: Workflow Automation—Onboard and communicate with vendors via automated email triggers.

3.22. Salesforce
• Feature/Setting: Flow Builder for automating vendor intake, record checks, and integrating payouts.

3.23. Mailgun
• Feature/Setting: Email automation for reminders and compliance documentation requests.

3.24. OneDrive for Business
• Feature/Setting: API-driven automation for secure document uploads and sharing with vendors.

3.25. Trello
• Feature/Setting: Automation rules to move vendor cards through onboarding stages.

Benefits

4.1. Automates repetitive onboarding and payment steps, reducing cycle times and human errors.
4.2. Automatically ensures compliance by verifying documents and tracking deadlines.
4.3. Increases visibility and auditability across all onboarding and payment transactions.
4.4. Enables scalable, auditable, automatable workflows, supporting high-volume vendor management.
4.5. Streamlines communication and status notifications to both vendors and internal staff using automated triggers.
4.6. Automates payment scheduling, minimizing delays and manual data entry.
4.7. Automator-driven processes ensure continual improvement and consistent operations throughout the vendor lifecycle.