Every stage of the vendor lifecycle.
One system.
From the first onboarding email to the final 1099 — with watchers running continuously underneath every stage.
Get every contractor onboarded — fast.
One link. W-9, contract signature, banking info, COI — collected in a single flow.
Watcher: W-9 freshness chases stale or missing forms continuously.
W-9 collection
Send W-9 requests with smart-cadence reminders. Contractors fill out and sign electronically — no PDFs, no email chains.
- Automated email & SMS reminders
- Electronic signature capture
- KMS-encrypted storage in PII vault
Supplier portal
A self-service portal for vendors to upload documents, update info, and check their compliance status — branded for your team.
- Self-serve document uploads
- Compliance status visibility
- Branded vendor experience
Contract e-signature
Send contracts and collect legally binding e-signatures. Bundle with W-9 collection in a single onboarding link — no separate vendor needed.
- Legally binding e-signatures
- One link: W-9 + contract in a single flow
- Status tracking and audit trail
Onboarding workflows
Configurable checklists per vendor type. Ensure every contractor completes every required step before they start work — including COIs, MSAs, and banking.
- Configurable checklists per vendor type
- COI / insurance certificate collection
- Banking info with verification
Catch compliance issues before they cost you.
Real-time IRS TIN matching. Automatic B-Notice handling. Mismatch alerts with guided resolution.
Watcher: TIN watcher validates new vendors continuously and opens triage items the moment a B-Notice arrives.
IRS TIN matching
Validate every contractor's TIN against IRS records in real time. Catch mismatches before they become penalties.
B-Notice handling
B-Notices are handled end-to-end — outreach, re-collection, resolution tracking. Nothing slips through.
Mismatch resolution
Guided workflow for every mismatch — what to ask, who to contact, when to escalate. No guesswork.
Contracts, MSAs, and renewals — never miss one.
Templates with clause libraries. Side-by-side redlines. A renewals queue that surfaces every contract before it auto-renews.
Watcher: Renewal watcher scans every contract on a schedule and flags 30/60/90-day windows.
Contract templates
Reusable templates with clause libraries. Set defaults, override per vendor, and track every change.
Redlines & diffs
Side-by-side comparison of proposed vs. current contract. Every clause, every amendment, with a full audit trail.
Renewal tracking
Get alerts 30, 60, and 90 days before contract expirations. Renegotiate on your terms, not theirs.
Spend, classified and capped.
Pull payment data from Campfire, Rillet, and Ramp. Auto-classify for 1099 reporting. Set per-vendor caps with alerts.
Watchers: Cap watcher tracks YTD spend against caps. Spend anomaly catches unusual patterns. Duplicate vendor flags merge candidates.
Payment ingestion
Webhook + API sync from Campfire, Rillet, Ramp. Or upload CSVs. Idempotent — duplicates can't post twice.
GL mapping & classification
Automatic 1099 classification by GL category. Reclassify on a vendor-by-vendor basis. Override anytime.
Spend caps
Per-vendor YTD caps. Alerts at 80%, 95%, 100%. Stop runaway spend before it hits the books.
Compliance you can see — at any altitude.
Portfolio dashboards for the CFO. Vendor detail for the AP team. Agent activity logs for the auditor.
Same data, different views. Plus your AI of choice can query the same surface — see Developers.
Portfolio dashboard
Compliance score, watcher activity, today's actions, signals to attend to. The CFO's first stop.
Vendor status
Compliance state across every vendor. Filter by status, flag overdue items, drill in to a single record.
Audit log
Every agent action, every human decision — append-only, filterable. Export for your auditor in one click.
1099 filing without the fire drill.
Year-round filing readiness means January is just another month.
With 2026 IRS changes (1099-K threshold $2,000, mandatory IRIS e-filing at 10+ returns), continuous readiness isn't optional.
1099 federal & state filing
Full 1099 series (NEC, MISC, INT, K, DIV, R, S). Federal via IRIS. State via the right channel for each jurisdiction.
Year-round readiness
Continuous filing-readiness scoring. Know exactly which vendors are ready, which need attention, and what's missing — every quarter.
AP integrations
Live integrations with Campfire, Rillet, and Ramp. QuickBooks, Xero, and NetSuite on the roadmap.
Tired of stitching together compliance tools?
Most teams juggle a separate tool for W-9s, another for TIN checks, an e-signature vendor, a contract system, and a filing service every January. VendorKeep replaces all of them — and lets your AI drive the workflow.
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