AI AGENTS
Vendor W-9 Intake and Validation Agent
When a new vendor record appears, an agent emails the vendor for their W-9, reads the returned PDF, validates the TIN and legal name, and files a clean record.
How it runs
The automated pipeline, trigger to output.
- TriggerNew vendor row created in NotionNotion
- ActionEmail vendor a W-9 upload requestGmail
- ActionRead returned W-9 and extract TIN, legal name, entity typeGmail
- LogicValidate TIN format against entity type and confirm signature
- ActionWrite verified tax record back to NotionNotion
- OutputPost validation failures to Slack review channelSlack
What it does
Turns a raw new-vendor entry into a verified tax record. The agent requests a W-9, parses the uploaded form, checks that the legal name, TIN type, and signature are present and internally consistent, then writes a structured record and flags exceptions for a human.
When to use it
When Finance onboards vendors faster than anyone can chase paperwork, and you want W-9 collection and a first-pass tax-data review handled without a person reading every PDF.
How it works
- 1A new row in the vendor Notion database fires the trigger.
- 2The agent sends a branded W-9 request email via Gmail with a secure upload link.
- 3On reply, it reads the attached W-9 and extracts legal name, business type, and TIN.
- 4A logic check confirms the TIN format matches the entity type and the form is signed.
- 5Clean records are written back to Notion as "Tax Verified"; failures post to a Slack review channel with the specific reason.
Set it up
What you configure once, before turning it on.
- 1Connect NotionPages, databases, comments.
- 2Connect GmailRead, draft, send, label.
- 3Connect SlackChannels, DMs, threads, mentions.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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