New Vendor Setup Request Reviewer

A request to add a new vendor clears on urgency - a manager needs someone paid this week, so the payee is created in the master file before anyone confirms the tax ID, the bank account holder, or whether the company already exists under another name. This assistant matches each request against its supporting documents and your existing vendor records, flags missing W-9s, mismatched bank details, duplicate payees, and remit-to addresses tied to an employee, and returns approve, verify, or hold for an AP or procurement owner to confirm.

Category: Finance

How it works

1. A new-vendor setup request comes in - the requester's details, the supporting documents (W-9/W-8, bank letter or voided check, business registration), and the payee's proposed bank and remit-to information.
2. It vets the request - confirming the tax form and legal name, checking the bank account holder against the vendor name, and matching the payee against your existing vendor master for duplicates and against employee records for conflicts.
3. It returns a decision per request - approve and add, verify before adding, or hold for fraud risk - with each flag tied to the document or record it fails, and reviewer notes.
4. Every request lands as one row in your queue for an AP or procurement owner to confirm before the vendor is added or paid.

Key benefits

• Keep fictitious and duplicate vendors out of your master file
• Catch mismatched bank details before the first payment goes out
• Confirm a W-9 and legal name on every payee you onboard
• Give AP and procurement a documented basis on every vendor added

Use cases

• Accounts payable teams onboarding and paying new suppliers
• Procurement and vendor management setting up payees
• Finance controllers and internal audit guarding master data
• Shared-services teams preventing payment and vendor fraud

Good to know

No external connection - your vendor requests, tax forms, and master file stay in your workspace. The assistant matches each request to its documents and your existing records, flags missing W-9s, mismatched bank details, duplicate payees, and employee-linked addresses, and recommends approve, verify, or hold; it never adds a vendor or pays anything. An AP or procurement owner confirms every one.

Frequently asked questions

How does the New Vendor Setup Request Reviewer work?

It takes a new vendor request with its supporting documents (W-9, bank letter, etc.), vets the details against your existing vendor master and employee records, then returns an approve, verify, or hold recommendation for an AP or procurement owner to confirm.

Does this assistant automatically add vendors or send payments?

No, it only recommends a decision and flags issues; a human must confirm every vendor before it is added or paid.

What kind of issues does it flag?

It flags missing W-9s, mismatched bank account holders, duplicate payees, and remit-to addresses linked to an employee.

Does it connect to any external apps or databases?

No, it works entirely within your Gaia workspace using your vendor requests, tax forms, and existing vendor master file.

Can I customize the review criteria or add new checks?

Yes, you can adjust the rules and flags it checks for within the Gaia platform to match your specific vendor onboarding policy.