Build parsers for W-9s, certificates of insurance, and bank letters so procurement can review missing fields before vendors go live. Build parsers for W-9s, certificates of insurance, and bank letters so procurement can review missing fields before vendors go live.
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Split mixed FNOL and claims PDFs into reviewable children, extract policy and loss fields, and send structured rows to Sheets or your API. Split mixed FNOL and claims PDFs into reviewable children, extract policy and loss fields, and send structured rows to Sheets or your API.
Vendor onboarding stalls on documents: W-9s, certificates of insurance, bank letters, sometimes signed MSAs. Procurement activates a supplier, then discovers a COI expired last month or a tax name that does not match the contract entity.
Extraction will not replace your compliance checklist. It will tell you what is missing before activation day.
Activation gate for vendor documents.
| Document | Example fields | Why separate |
|---|---|---|
| W-9 / tax forms | Legal name, TIN type, address, certification date | Tax vs insurance owners differ |
| COI | Insured name, insurer, policy numbers, effective/expiration, limits | Expiration monitoring |
| Bank letter | Account name, bank name, account/routing as policy allows | Higher sensitivity |
Separate parsers keep schemas and destinations clean. Packet uploads that glue several docs still split into children. Packets. Templates: Document templates.
Bank details and TINs are sensitive. Limit seats, prefer Restricted roles for outside contractors, and follow Data security. Do not put live vendor PII in public materials.
Parsers and review ahead of procurement systems. Soft CTA: start with W-9 + COI only. Related: Workflows to automate.
vendor_legal_name, doc_type, received_at, effective_date, expiration_date, tin_last4_or_status, coverage_limits_summary, reviewer, ready_to_activate (yes/no), notes
Do not store full account numbers in a widely shared sheet if policy forbids it. Keep sensitive values in Parsedit review and export only what procurement needs.
COIs expire. A one-time extract is not a monitoring system, but a sheet with expiration_date lets you filter expiration_date < today+30 weekly. When vendors send updated certificates, intake again; dedupe skips identical files, so ask for a clearly new PDF when coverage changes.
When onboarding completes, AP still needs invoices. Keep vendor legal name aligned with what invoice extraction will see later. A W-9 name that never matches invoice letterhead becomes a permanent review tax. Fix naming at onboarding time.
A supplier sends one email with W-9.pdf and COI.pdf attached (or one combined packet).
ready_to_activate = no until both pass.Those are process failures, not extraction failures. Keep them in review.
Onboarding is a checklist sport. Extraction just makes the checklist honest about what arrived.
Finally, schedule a quarterly cleanup: archive tracker rows for inactive vendors, confirm COI expirations for active ones, and make sure parser templates still match the forms legal expects this year.
Keep the activation gate boring: no tracker green, no vendor live.
Document who owns the tracker so expirations do not depend on memory.
W-9 extraction, COI tracking, and vendor packet checklist queries want activation gates, not vanity dashboards.
Can we extract MSA text? Possible, but contracts are a poor first parser. Keep v1 to structured forms.
How do we handle multi-certificate packets? Split children; send each COI row separately to the tracker.
QuickBooks vendor create from W-9? You can align tax name review with later AP posting; onboarding trackers usually come first.
Stand up two parsers and run last quarter’s onboarding folder. Start free.