Vendor onboarding and diligence

Bringing on a supplier means chasing the same paperwork every time: a signed agreement, tax forms, insurance certificates, banking details, and security attestations, each arriving through a different channel and landing in a different place. One person ends up emailing the vendor for missing documents, saving files into Google Drive, keying supplier details into NetSuite, and updating a tracker so procurement knows where things stand. Nothing is hard on its own, but the coordination is manual end to end, and a single missing certificate can stall a purchase order for days. The process frequently stretches across a week or more, and the status lives in someone's head rather than anywhere the rest of the team can see. When an auditor later asks how a vendor was vetted, the evidence is scattered across inboxes and folders.

You describe the onboarding outcome in plain language, and Ceven builds a workflow that requests the required documents, collects the signed agreement through DocuSign, and files everything into a structured folder in Google Drive. AI steps read each document to confirm the essentials are present and consistent, pulling the vendor name, tax identifier, insurance dates, and banking details into a single diligence summary. Ceven cross-checks that summary against the intake record kept in Notion and the supplier and purchasing data in NetSuite and Coupa, so gaps and mismatches surface before anyone commits to a setup. As the file comes together, the workflow posts progress to the relevant procurement channel in Slack, so the team sees exactly what is outstanding without asking. The documents themselves stay in Google Drive and the supplier record stays in NetSuite, because Ceven runs around those systems rather than replacing them. What the owner receives is a complete, organized diligence packet instead of a scavenger hunt.

No vendor is created in your financial systems and no banking detail is committed without a person approving it. Ceven assembles the diligence summary and the collected documents and presents them as a proposal to the owner, who confirms the vendor checks out, sends back for a missing item, or rejects the onboarding. Because banking and payment changes are exactly where fraud slips in, the approval gate is deliberate: the workflow proposes the setup and a human authorizes it. Once approved, Ceven proceeds with the next steps and writes a row to the audit trail capturing which documents were collected, what was verified, who approved, and when. That record is exportable, so a future audit or supplier review has a clean, time-stamped trail instead of a reconstructed guess. The person stays in control of the decision while the workflow removes the fetching and filing.

You can start free with no credit card and connect the systems your procurement already runs on, from DocuSign for signatures to NetSuite and Coupa for supplier and spend data. Describe the diligence you expect for a new vendor, and Ceven builds the workflow across its library of more than a thousand tools so it matches your existing intake rather than replacing it. The same foundation pairs naturally with contract review triage, access request provisioning for the vendor's systems, and invoice data capture once the supplier is live. Every onboarding stays visible in the audit trail, giving operations a durable record of how each supplier was vetted.