Vendor onboarding and compliance, on autopilot.
Collect W-9s, insurance certificates and SOC 2 reports before you pay — and chase renewals before they expire.
The problem
Procurement and third-party risk depend on documents from vendors that must be collected before payment and kept current afterwards. Clivanta automates the request-and-renew loop — onboarding documents up front, compliance renewals on a schedule — so no vendor is paid without a complete file and no certificate quietly lapses. You get one live record of every vendor's compliance status.
- Vendors paid before their compliance documents are on file
- Insurance certificates that expire without anyone noticing
- SOC 2 reports and certifications chased over email
- No single record of a vendor's compliance status
Where it fits
Vendor onboarding
Collect W-9s, certificates of insurance, SOC 2 reports and business certifications as one structured pack, and use it as the gate a vendor must clear before they are approved for payment.
Ongoing compliance renewals
Automatically request the next document before the current one expires — your certificate of insurance expires in 30 days, please upload the renewal — so coverage and certifications never lapse.
Supply chain and logistics
Carriers and suppliers upload bills of lading, proof of delivery and customs documents against specific requests to trigger the next step or release payment.
Third-party risk reviews
Gather updated security questionnaires, SOC 2 reports and compliance documentation from vendors on a recurring schedule, keeping your third-party risk picture current.
Documents you'll collect
How Clivanta handles it
The same reliable loop, whatever you're collecting.
Per-item requests
Every ask is its own tracked item with a status, due date, files and version history.
Reusable packs
Standardise a request list once and launch it for every client, matter or vendor.
Automatic reminders
Escalating, per-item reminders chase what's outstanding so you don't have to.
Portal or reply-by-email
Counterparts upload through a magic-link portal, or simply reply by email.
Immutable audit trail
Every request, upload, version and acceptance is logged with actor and timestamp.
Scoped, secure access
Each party sees only their own items; internal notes and threads stay private.
Frequently asked questions
Can we hold payment until documents are on file?
Yes. You use the onboarding pack as a gate: a vendor's required documents — W-9, certificate of insurance, SOC 2 report, certifications — must be submitted and accepted before you approve them for payment. That prevents the common risk of paying a vendor whose compliance paperwork was never actually collected.
How do certificate-of-insurance renewals work?
You schedule a reminder that automatically requests an updated certificate of insurance (COI) before the current one expires, so the new document is collected ahead of the lapse. Each renewal is tracked to receipt and logged, giving you a continuous record of coverage rather than a folder of stale certificates.
Can compliance renewals be requested automatically?
Yes. Recurring compliance documents — COIs, SOC 2 reports, business certifications — can be requested on a schedule, with escalating reminders if a vendor misses the deadline. This turns third-party risk management into a standing, automated workflow instead of a manual annual scramble.
Do vendors need an account?
No. A vendor opens their document checklist through a magic link with no signup, or replies to the request by email. Their uploads are routed to the correct item and logged automatically, which keeps onboarding fast even for vendors that deal with many customers.
Can we standardise vendor onboarding?
Yes. You build a reusable onboarding pack so every new vendor is asked for the same documents — tax forms, insurance, security reports, certifications — in the same order, every time. Launching it for a new vendor takes seconds, and updating the template never disturbs onboardings already in progress.
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