Six watchers, working your
vendor base while you sleep.
Every VendorKeep tenant ships with a roster of named agents. They run continuously, surface what needs your eye, and never act without approval on anything irreversible.
Every action shows its work.
Agents that act without explanation don't belong in finance. Every VendorKeep watcher logs what it saw (input), how it decided (reasoning), what it did or proposed (output), and waits for your approval on anything irreversible.
- Reasoning trace on every agent suggestion
- Auto-approve only what your tenant policy allows
- Paired audit rows on every state change
Input
ytd_spend: $36,800
cap: $40,000 (92%)
Reasoning
Output (proposed)
W-9 freshness
LiveWatches every contractor for missing or stale W-9s. Sends reminders on a smart cadence; escalates after silence.
What it watches
Vendors with missing W-9s, W-9s older than your freshness threshold (default 3 years), and any contractor crossing the 1099 reporting threshold without a current form on file.
What it produces
Auto-sent reminder emails on a 3-step cadence. Escalation to inbox after step 3. Refresh request when a stale form crosses your threshold.
Needs your approval
Marking a contractor as "do not contact." Bulk freshness threshold changes. Forced 1099 issuance without an on-file W-9.
TIN watcher
LiveValidates TINs against IRS records in real time. Opens a triage item the moment a B-Notice arrives.
What it watches
New W-9 submissions (validates immediately), CP2100/CP2100A B-Notices from IRS, and any vendor TIN that has been previously flagged.
What it produces
Auto-validation on a clean TIN. B-Notice intake into a guided resolution workflow. First-tier B-Notice solicitation letters auto-prepared.
Needs your approval
Sending B-Notice solicitation. Marking a mismatch resolved. Initiating backup withholding on a vendor.
Renewal watcher
LiveScans every contract for renewals. Surfaces 30/60/90-day windows with negotiation context attached.
What it watches
Every contract end-date, auto-renew terms, notice periods, and price-escalation clauses. Plus YTD spend on each vendor as renegotiation context.
What it produces
Inbox items at 90/60/30/7-day windows. Renegotiation talking points auto-drafted from history. Cancellation prep when notice deadlines approach.
Needs your approval
Sending cancellation notice. Disabling auto-renew. Approving a renewal with terms that exceed your standard policy.
Cap watcher
LiveWatches per-vendor spend caps. Flags any vendor approaching or exceeding their YTD limit before the next invoice posts.
What it watches
YTD spend per vendor against the cap you set. Burn rate, remaining months, and pending-but-unposted invoices.
What it produces
Triage at 80% / 95% / 100% / over-cap. Suggested actions: bump cap, pause new POs, or convert to PO-required spend.
Needs your approval
Raising a cap. Pausing a vendor. Allowing an over-cap invoice to post.
Spend anomaly
LiveDetects unusual spending patterns vendor-by-vendor. Calls out month-over-month spikes, classification changes, and missing invoices.
What it watches
12-month spend baseline per vendor. GL-category drift. Invoice cadence (recurring vendors that go quiet).
What it produces
Triage on +200% MoM swings. Flags on classification changes mid-year. Prompt to investigate quiet recurring vendors.
Needs your approval
Tuning sensitivity. Confirming a reclassification. Marking an anomaly as expected (locks the baseline).
Duplicate vendor
LiveFinds vendor records that look like duplicates. Compares names, EIN roots, addresses, and bank info to flag merge candidates.
What it watches
New vendor records (compared on entry). Existing roster (re-scanned monthly). Bank account collisions.
What it produces
Inbox item with similarity score, fields that match, and a side-by-side merge preview.
Needs your approval
Merging records (irreversible). Marking as not-a-duplicate. Reassigning historical payments after merge.
Build your own. Or use Claude.
Every watcher above is built on the same MCP surface that's open to you. Connect Claude, ChatGPT, Cursor, or your own SDK-based agent — query the same vendor data, with the same controls.
Read the developer docsReady to put six watchers on your vendor base?
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