Guides suppliers through onboarding, collects required documents, validates information against external sources, and configures system records—turning weeks of back-and-forth into a streamlined, compliant process. All on your infrastructure.
"We selected a new component supplier in March. By the time they were fully onboarded—documents collected, verified, set up in all systems, payment terms established—it was mid-May. 10 weeks. The production team had to extend our contract with the incumbent (at worse terms) just to bridge the gap. Our supplier onboarding process cost us $180K in that one instance. And that's a supplier we wanted. Imagine the ones who give up and walk away."
— VP of Procurement, Electronics Manufacturer ($500M revenue)
Deploy an AI that guides suppliers through onboarding, collects documents via self-service portal, validates against external sources automatically, and configures all downstream systems—turning weeks into days.
Suppliers receive a personalized portal with exactly what's needed. Document requirements based on supplier type. Clear instructions. Progress tracking. No email back-and-forth.
TIN verification via IRS. Business registration via state databases. Insurance limits checked against requirements. Debarment screening via SAM.gov. All automatic. All documented.
Once validated, supplier records created in ERP, procurement, AP, and contracts systems. Same data, no retyping. Payment terms, tax codes, and categories configured automatically.
Requestor submits new supplier. Agent sends personalized portal invite with requirements based on supplier type and category.
Supplier uploads documents to portal. Agent validates format, extracts data, verifies against external sources automatically.
Compliance checks complete. Agreements routed for signature. Exceptions flagged for human review. Approvals tracked.
Supplier created in all systems. Payment terms, tax setup, categories configured. Ready to receive POs and invoices.
New component supplier for production line. Critical to hit Q1 launch. Old process: 18 days of emails, forms, and system setup. New process: 4 days from selection to first PO.
"New supplier onboarding initiated: Precision Dynamics LLC. Category: Direct Materials (Manufacturing). Priority: Urgent (production-critical). Day 1: Portal invite sent. Supplier registered within 2 hours. Required documents: 8 items (based on category + geography + spend tier). Day 2: 6 documents uploaded by supplier. W-9 validated via IRS TIN Match (instant). Insurance COI verified—limits meet $2M requirement. ISO 9001 cert valid through 2026. AS9100D cert valid through 2025. Bank verification letter validated against routing number database. Day 3: Supplier agreement signed via DocuSign. Conflict minerals declaration received and parsed. Code of Conduct acknowledgment received. All validations complete. Day 4: SAM.gov screening clear. ERP vendor master created. AP payment terms configured (Net 45). Procurement catalog assigned. Status: ACTIVE. Ready to receive purchase orders. Total elapsed time: 4 days 3 hours (vs. 18-day average before agent)."
Auditor asks: "How do you verify supplier tax IDs?" Old answer: "Someone checks a box." New answer: "Automated verification with timestamped proof."
"Compliance verification log: Supplier ONB-2024-0847 (Precision Dynamics LLC). TIN Verification: Submitted: 12-47-XXXXX. Method: IRS TIN Matching Program (API). Result: MATCH. Timestamp: 2024-12-05 14:23:17 EST. Response ID: TIN-VER-847291. Business Registration: State: Ohio. Entity: Precision Dynamics LLC. Status: Active (Good Standing). Verified via: Ohio Secretary of State Business Search. Timestamp: 2024-12-05 14:23:44 EST. Insurance Verification: Policy: GL-2024-8847291. Carrier: Hartford. Limits: $2M/$5M (meets $2M requirement). Expiration: 2025-06-15. COI document hash: SHA256:a3f7b2c... Debarment Screening: Systems checked: SAM.gov, OFAC, state debarment lists. Result: No matches found. Timestamp: 2024-12-07 09:15:22 EST. All verifications stored with cryptographic proof. Audit report exportable. Compliance rate: 100% automated verification."
M&A integration requires onboarding 200+ suppliers from acquired company. Old process: 6-month project with dedicated team. New process: automated parallel onboarding with exception handling.
"Bulk onboarding project: AcquiredCo Supplier Migration. Total suppliers: 214. Project initiated: November 15, 2024. Week 1: 214 supplier invitations sent. 187 suppliers registered in portal. Week 2: Document collection in progress. 156 suppliers completed all requirements. 31 suppliers with outstanding items (auto-reminders sent). Week 3: Validations complete for 168 suppliers. 23 flagged for review (insurance gaps, expired certs). Exceptions routed to procurement team. Week 4: 189 suppliers fully onboarded and active in ERP. 18 suppliers in remediation (working on exceptions). 7 suppliers unresponsive (escalated to business owners). Current status: 47 suppliers actively onboarding. Parallel processing: All 47 at different stages simultaneously. No bottleneck: Each supplier progresses independently. Projected completion: 95% within 6 weeks (vs. 6 months manual). Exception rate: 11% required human intervention."
Suppliers complained about confusing onboarding. Multiple contacts. Repeated requests for same information. Old process felt like bureaucratic hazing. New process: clear, fast, professional.
"Supplier portal experience: Precision Dynamics LLC. Initial invite: Personalized email with single portal link. No multiple contacts. No confusion about who to call. Portal experience: Clear checklist of 8 required items. Progress bar showing completion status. Estimated time to complete: shown as '~45 minutes.' Help available: Contextual tips for each document. FAQ auto-answers common questions. Chat support if needed. Document upload: Drag-and-drop interface. Instant validation (format, completeness). Immediate confirmation of receipt. No 'did you get it?' emails. Status visibility: Real-time progress visible to supplier. Next steps always clear. No black hole. No 'we'll get back to you.' Communication: Automated updates at each milestone. Single thread (no reply-all chaos). Supplier knows exactly where they stand. Post-onboarding survey: 'How was your onboarding experience?' Response: 5/5. Comment: 'Easiest vendor onboarding I've ever done. Wish all our customers were this organized.' Average supplier satisfaction: 4.8/5 (up from 2.9/5 before)."
Branded supplier portal with personalized requirements, document upload, and progress tracking.
Document requirements based on supplier type, category, geography, and spend tier. No one-size-fits-all.
TIN, insurance, registration, debarment—all verified against authoritative sources automatically.
Extracts key data from W-9s, COIs, certifications. No manual data entry from documents.
Supplier agreements, NDAs, and acknowledgments signed electronically. Tracked and stored.
Creates supplier records in ERP, procurement, AP systems. Same data, zero retyping.
Smart reminders for missing documents. Escalation paths for stalled onboardings.
Real-time visibility into all active onboardings. Bottlenecks surfaced. SLAs tracked.
Every verification timestamped and logged. Compliance proof at your fingertips.
Reports to: Procurement / Supplier Management
Availability: 24/7 (continuous processing)
Scope: All new supplier onboarding
Complete specification including document requirements matrix, validation rules, and system mapping.
Download .docxConfigure document requirements, connect your ERP systems, and customize the supplier portal for your brand.
Pay once. Own the asset. Full source code on Google ADK. Deploy, modify, extend.
All supplier information, documents, and verifications never leave your infrastructure.
New validation sources, compliance updates, and integration support. You own agents; you subscribe to safety.
Configure document requirements, approval workflows, and system integrations for your process.
Deploy the Supplier Onboarding Agent on your infrastructure. Days, not weeks. Full compliance. Zero manual entry.
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