Vendor Management & Compliance Automation
Client Profile:
65+ active vendors; California compliance (W‑9s, entity registrations, licenses); internal database + shared drive + monthly finance workbook
Key Outcomes
450+ hours/year reclaimed from vendor ops, compliance, and reconciliation
additional hours/year saved via the Ops Navigator (ask, act, and audit)
140k–$155k annual impact in year one; payback ~6 months on a $75k build
%
Contract cycles cut from days to hours; AP “please verify rate” down 80–90%
The Problem
Vendor operations lived everywhere and nowhere. Rates sat in a homegrown database. Contracts were buried in shared drive folders. A partial internal wiki was out of date.
Finance tracked month-by-month tabs in a spreadsheet. Vendors emailed rate changes in bursts: “seminars now $90; fitness $100.”
The team ran a manual relay to redraft contracts, chase signatures, file PDFs, update multiple places, and answer the inevitable AP pings.
California compliance raised the stakes. W‑9s, entity registrations, and licenses had to be current, yet vendors needed help providing them. Cycle times were measured in days, not hours.
Quarter-end spikes derailed entire weeks.
The Problem
Constraints We Faced
Unstructured vendor emails with no forms and no consistent fields
Multiple sources of truth and frequent data mismatches
Strict B2B posture in California; vendors not tech or process savvy
Async approvals across Operations, Account Management, AP, and Finance
Unstructured vendor emails with no forms and no consistent fields
Multiple sources of truth and frequent data mismatches
Strict B2B posture in California; vendors not tech or process savvy
Async approvals across Operations, Account Management, AP, and Finance
What We Built
A single Vendor Management & Compliance Hub with an Ops Navigator on top
What We Built
A single Vendor Management & Compliance Hub with an Ops Navigator on top
Single source of truth
Centralized vendors, services, rates, contracts, and compliance docs with ownership and audit trails. Existing tools can remain the interface or be phased to a custom hub over time.
Email to contract to signature to updates
AI reads vendor emails, creates a rate change request, drafts the updated contract with the first of next month rule, routes for approval, sends for electronic signature, auto files the PDF, updates the master rates and the finance workbook, and notifies the right people..
Finance alignment
Monthly finance tabs pull from the master rates. AP verifies against the hub instead of chasing people and threads.
Compliance automation
No login intake via email reply or secure link. AI parses W‑9s, licenses, and entity registrations, checks required fields, records expirations, and sends proactive 30, 14, and 7 day reminders. Optional checks link to state portals with non legal guidance and authoritative sources.
Ops Navigator (conversation + action)
Ask: “What expires next month?” “Explain this AP variance.” “Process this email into a rate change.” Get back smart cards you can approve in one click. Daily digests surface expirations, unsigned contracts, anomalies, and what changed. Policy watch tracks W‑9 updates and state entity portals and pushes checklists with links.
Timeline
6 months from discovery to org-wide rollout with 30 days of hypercare.
Timeline
Foundations, data model, integrations
ETL, legal/security baseline
Rate-change automation pilot (email → contract → e‑sign → file → updates)
Compliance automation pilot (intake, parsing, expiry tracking, policy watch)
Ops Navigator (chat + smart cards, anomaly checks, daily digests); scale pilot
Org-wide rollout, training, cutover, hypercare
Results
Contract cycles dropped from days to hours. AP stopped hunting and started verifying against a true source of rates.
The team reclaimed 450+ hours/year by automating rate changes, compliance upkeep, and reconciliation, plus another 300–400 hours/year by using the Ops Navigator to find, do, and explain work.
Quarter-end spikes no longer consume a week, and margin leakage is plugged as rate changes flow through to clients immediately.
Security & Governance
Least-privilege API scopes; OAuth for email. Contracts/docs remain in the client’s Drive; the hub stores metadata.
Role-based permissions, approval gates, and full audit trails. AI links to authoritative sources and avoids legal advice.
Security & Governance
Want YOUR Operations to run in hours, not days?
Want YOUR Operations to run in hours, not days?
