Smarter Week

How to automate it

How to automate “set up new vendors and collect W-9s and bank details”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

20 min
typically, a few times a week
60%
of the time can be automated
Some setup
to set up

Fix 1 of 1

Software feature

Let vendors enter their own tax and bank details, and verify changes by phone

Vendor portals collect W-9s and bank details directly, which saves keying and cuts errors. Bank-change fraud is common, so a call-back check stays manual.

Typically saves about 50% of the time30 min to set up
  1. 1Send new vendors an invite link from BILL, Tipalti, Ramp or Coupa instead of a PDF form.
  2. 2Turn on TIN matching if your tool offers it.
  3. 3For any bank detail change, call the vendor on a number you already had on file, never one in the email.
  4. 4Keep a short log of who verified each change.

Tools: BILL · Tipalti · Ramp · Coupa

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

AP / AR specialist

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Other common tasks for AP / AR specialists