Collect Vendor Onboarding Documents Automatically and Chase Missing Ones
An n8n workflow that sends each new vendor a request for their W-9, insurance and banking details, tracks what comes back, and automatically chases whatever is missing after a few days — so procurement onboards suppliers without a spreadsheet of half-finished paperwork.
- 1
Kick off on new vendor
A
Webhookor new-row trigger starts onboarding. AGmailnode sends the vendor an upload link and the checklist of required documents. - 2
Record what arrives
As documents are submitted, a
Google Sheetsupdate checks off each received file against the vendor's row. - 3
Chase what's missing
A daily
Schedule Triggerscans for vendors with unchecked required documents older than a few days and aGmailnode sends a polite reminder listing exactly what's outstanding. - 4
Mark complete
When every required box is checked, the workflow flags the vendor onboarded and notifies procurement they're cleared to transact.
Frequently asked questions
How does it track which documents arrived?
Each vendor has a row with a column per required document. As files come in (via a form upload or email parse) the matching column is checked. The chase step only pings vendors whose row still has unchecked required documents.
Can requirements differ by vendor type?
Yes — a services vendor might need insurance while a goods supplier needs a resale certificate. A field on the vendor record drives which checklist is sent and which documents are considered required for that vendor.
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