One person on your team is a full-time follow-up machine. That's not a good use of a full-time person.
Sends and tracks W-9 requests, documentation follow-ups, payment status replies, and collections outreach on a defined schedule.
Defined schedule Escalation timing instead of ad hoc reminders
Book a CallThe volume of outbound vendor email at a mid-market finance team is easy to underestimate until you count it. It's necessary work, but almost none of it needs a person to compose it from scratch every time.
Requesting a W-9 before year-end. Following up on an invoice missing its PO reference. Answering "when are we getting paid?" for the fifth time this week. These are necessary, time-sensitive, and almost always done manually because the ERP doesn't have a built-in workflow for chasing a vendor.
The Vendor Agent monitors the vendor master for gaps, missing W-9s, missing documentation, and sends the request automatically, following up on a set schedule with escalating urgency if nothing comes back.
Payment status inquiries get answered by pulling the real status from the ERP, amount, date, method, and generating a specific reply instead of a form response. Collections follow a defined escalation schedule and only pull in a human when an account crosses a threshold or a vendor disputes the balance.
Every message and response is logged back to the vendor record in your ERP or AP platform, so your team always has full visibility into what's been said and when, with nothing double-sent or dropped between people.
- W-9 & documentation requests
- Escalating follow-up cadence
- Payment status auto-response
- Collections outreach
- Dispute routing to a human
- Vendor master monitoring
- Multi-channel outreach
- ERP & CRM activity logging