Supplier onboarding with six agents reading, checking and screening every new supplier
Every new supplier checked and set up in days, and every bank change verified before payment.
See one case, screen by screen ↓A scientist needs a GLP lab to start on study samples. Before the first purchase order, supplier enablement has to collect a W-9 or W-8BEN-E, a bank confirmation letter, a certificate of insurance, a signed Code of Conduct and a questionnaire — then match the tax ID, confirm the account belongs to the supplier, screen sanctions lists, look for the same supplier already in the master, and decide which quality, privacy, anti-bribery and cyber reviews apply.
The days go on chasing documents, reading forms and keying them into the ERP, writing back to the supplier about the one limit or signature that is wrong, and waiting on reviews. When nobody has time to read the answers, every supplier gets sent to every review. And the most expensive mistake is not in onboarding at all: an urgent email to the AP mailbox, from a domain one letter off, asking that Thursday’s payments go to a new account.
Estimated split for a typical new supplier, in working days, by hand and with the solution.
Six specialist agents read, verify and screen every supplier; the enablement lead approves each record.
Quillstone Analytical Labs sends its onboarding documents at 08:12. Dr. Maya Chen needs the lab for GLP bioanalysis. Here is what happens next, screen by screen, in the working solution — and the bank change held the same morning.
Lena opens the solution and sees 11 suppliers in onboarding, 5 that need her, a median of 6.2 days from request to supplier created, and $240,720 of payments held on 3 open bank changes. Each supplier is a ring of seven checks — identity, tax, bank, sanctions, duplicates, insurance and Code of Conduct.
Agents at work: “Bank verifier held CHG-318 Corvane Packaging — lookalike domain, account 11 days old.”
Quillstone Analytical Laboratories, Inc. sends a W-9, a bank confirmation letter from Cardinal Trust Bank, a certificate of insurance from Bluehaven Mutual, a Code of Conduct attestation signed Oct 5 and a 38-answer questionnaire. Maya’s request sits beside them: GLP bioanalysis of VLT-302 PK samples, because the current lab has no capacity before December, at an estimated $420,000 a year.
Lena presses Run checks. The document reader classifies the five documents and reads 25 fields. In parallel, the tax ID 84-2913377 is matched with the legal name, the bank account is confirmed as Quillstone’s own — open 6 years, not shared with any supplier or employee — and the company, its owner and its CEO are screened against OFAC, EU and UK lists.
Each step is shown as it runs, with what it found and how long it took.
The supplier record is built: legal entity, tax, bank, insurance and compliance, each value with the page it came from. One problem: the certificate shows general liability of $1,000,000 each occurrence, below the $2,000,000 minimum for lab services. Approve record stays disabled until it is resolved.
“General liability $1,000,000 each occurrence — below the $2,000,000 minimum for lab services handling study samples.”
The follow-up writer drafts a short letter to Elena Brooks: everything checks out except one item — the insurance limit, the amount needed, and a request for a revised certificate or an umbrella policy naming Northwind Bio, Inc. as certificate holder, due Oct 9. Lena can edit anything; nothing is sent until she presses Send.
The revised certificate lands in the portal. It is read straight away — general liability $2,000,000 each occurrence, policy to Mar 31, 2027 — and the insurance check passes. The record now reads “Insurance resolved”, and Approve record is open.
Lena approves the record, and three sign-offs open. Quality goes to Sam Patel because the questionnaire says “Yes — regulated bioanalysis under GLP”; Privacy goes to Dana Okafor because of “Coded study data only — no names”. Anti-bribery and Cyber are skipped — no trigger fired. Omar Haddad gives the second approval on the bank details.
Every review cites the answer that fired it.
Each reviewer signs as themselves, with an electronic signature that records meaning, name and time. With every sign-off in, Lena creates the supplier: 100-4417 in the ERP supplier master, bank details added and locked, payment terms Net 60, and Maya told the supplier is ready for a purchase order. Day 1.
CHG-318 came to the AP mailbox on Oct 6 at 21:14: Corvane Packaging, a supplier since 2019, “updating” its remittance details to an account at Marlowe Digital Bank. The bank verifier sets it beside the record on file and finds seven warning signs — a lookalike domain, an account in the name of CVP Trading Ltd, opened 11 days ago, in Cyprus, a new phone number and pressure to act before Thursday’s run. $186,420 of invoices are held.
“corvane-packagng.com — one letter away from corvanepackaging.com on file.”
Lena calls Karen Doyle on +1 414 555 0187 — the number on the record, never the one in the email — and records that Corvane did not ask for any change. She blocks the request. Invoices INV-88412 and INV-88430 stay on Thursday’s run to the verified Menomonee Valley Bank account, the sender domain is blocked in the AP mailbox and the security team has the evidence.
The same supplier, seen by the five people who carry it — what their week looked like, and what it looks like now.
Six specialist agents read, verify and screen every supplier; the enablement lead approves each record.
Classifies everything a supplier sends — W-9, W-8BEN-E, VAT extracts, bank letters, insurance certificates, Code of Conduct attestations, questionnaires — and reads each field with the page it came from.
Matches the legal name and tax ID with the issuing authority, confirms EU VAT numbers and the company registry, and checks tax forms are complete and signed.
Confirms a bank account belongs to the supplier, checks its age, and compares every bank-change request with the record on file — domain, holder, country, phone, urgency — and holds payments.
Screens the company, owners of 25% or more and the signing officer against OFAC, EU and UK lists, rescreens active suppliers nightly, and looks for the same supplier in the master by tax ID, bank account, name and address.
Applies the category rules — insurance minimums, Code of Conduct — and opens only the risk reviews a supplier’s answers trigger: Quality, Privacy, Anti-bribery, Cyber.
Writes one precise ask to the supplier for exactly what is missing or wrong, with the page it comes from, sends reminders and re-runs the checks when the document arrives.
Approves the record. The agents propose; a named person decides.
Ask about any supplier, check or bank change — or tell it a rule to add. Every answer shows the page behind it.
Where is Quillstone in onboarding?
Day 1, and close. Six of seven checks passed: the tax ID matches the legal name, the bank account belongs to Quillstone, sanctions are clear. One finding: general liability is $1,000,000 against the $2,000,000 lab minimum. The follow-up is drafted — one click to send. Quality and Privacy reviews fire because of GLP work and coded study data.
Why did you hold the Corvane bank change?
Four reasons. The email came from corvane-packagng.com — one letter away from the domain on file. The new account is in the name of CVP Trading Ltd, not Corvane. The account was opened 11 days ago. And it pushes to act before Thursday’s run and gives a different phone number. Payments of $186,420 are held until you call the number on file.
Hold bank changes to accounts under 60 days old
Done. The hold rule now covers new accounts under 60 days old (it was 30). Corvane’s 11-day-old account is caught either way; Halvorsen Freight’s account is 3 months old, so it is unchanged. The rule is saved as version 1.8 in Settings and recorded on the audit trail.
Which suppliers are over the 10-day target?
Two are near or over it: Tessera Imaging Labs on day 12 and Ostrava Fine Chemicals on day 9. Both are in risk reviews, not checks. Tessera waits on Sam Patel and Dana Okafor; Ostrava has a Quality audit booked Oct 14.
13 screens from the working solution, on its sample data. Pick one to see it large.
Approvers, insurance minimums, hold rules, sanctions lists and review triggers are settings. Every change is saved as a new version.
| Setting | Default | Choose from |
|---|---|---|
| Approve supplier records | Lena Ortiz | Lena Ortiz · Ines Duarte |
| Second approver for bank details | Omar Haddad | Omar Haddad · Dana Okafor |
| Minimum general liability · lab services | $2,000,000 | $1,000,000 · $2,000,000 · $5,000,000 |
| Hold bank changes to new accounts | Under 30 days | Under 30 · 60 · 90 days |
| Sanctions lists | OFAC + EU + UK | OFAC + EU + UK · OFAC + EU + UK + UN |
| Tax ID must match before a supplier is created | On | On · Off |
| Check employee bank accounts for matches | On | On · Off |
| Send every supplier to every review | Off | On · Off |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample supplier data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published supplier-onboarding studies (2025) — 3–6 weeks from request to supplier created by hand. People and companies named on this page are characters in the working solution.
Software that takes a new supplier from the first request, through collecting and checking its tax, bank, insurance and compliance documents, to an approved record in the ERP supplier master. The Supplier Onboarding Orchestrator adds six agents that read the documents, run the checks, decide which risk reviews apply and draft the follow-up to the supplier.
Every request to change bank details opens a review and holds payments to that supplier. The bank verifier compares the request with the record on file — sender domain, account holder, country, phone and account age — and a person calls back on the number already on the record. A different person gives the second approval; a “did not request it” callback blocks the change.
Yes. For US suppliers the name and tax ID on the W-9 are matched with the tax authority; EU VAT numbers are confirmed in the EU VAT register. The company, owners of 25% or more and the signing officer are screened against OFAC, EU and UK lists, and active suppliers are rescreened nightly.
It searches the supplier master for the same tax ID, bank account, name or address. When a request matches an existing supplier — such as a renamed company — it proposes extending that supplier instead of creating a second one. It also checks new bank accounts against employee payroll accounts.
No. Quality, Privacy, Anti-bribery and Cyber reviews open only when a questionnaire answer triggers them, and each review cites the answer that fired it. In the working solution, 39% of suppliers created in the last 30 days needed no risk review at all.
Yes. The agents read, check and propose; only people approve supplier records, bank details and changes. Follow-ups go to suppliers only when someone sends them, and every agent step and human decision is on the activity trail.
Yes. Who approves records, the second approver for bank details, reviewers, insurance minimums by category, the hold rule for new accounts and the sanctions lists are all settings. You can also add a rule in one sentence; it becomes a check for your approval, saved as a new version.
The Agentic Solution Engine builds and deploys it from your requirements — your onboarding policy, insurance minimums, questionnaire and a sample of past supplier documents — and it goes live once every quality gate has passed. We will walk you through it on your own suppliers first.
Every CRO bid re-priced to the study you asked for and compared like for like, each number traced to its page.
1-min filmInvoice AuditorEvery invoice line checked against its contract, rate card and PO, and overcharges held before the money leaves.
1-min filmContract RegisterEvery supplier contract, acquired ones included, becomes one register of terms and deadlines, each value linked to its page.
1-min filmWe’ll run Supplier Onboarding on a sample of your own supplier documents and bank-change requests.