Vendor master cleanup — done fast, done right
If your vendor file is messy, your risk is higher than you think. We identify mismatches, collect missing W-9s, reduce IRS notices, and hand back an audit-ready remediation report — as a fixed-fee project, with optional ongoing monitoring so it stays clean.
Typical turnaround: 2–6 weeks depending on vendor count and outreach needs.
- TIN/Name mismatches found before they become B-Notices and filing errors.
- Missing W-9s chased through automated, email-driven outreach.
- Names, addresses, entity types standardized for an audit-ready master.
- Incomplete records enriched with verified EINs.
- Optional sanctions screening and continuous monitoring.
Vendor master files get risky quietly
Vendor data degrades on its own: stale addresses, inconsistent legal names, missing W-9s, and mismatched TIN/name pairs accumulate with every onboarding event. Nothing in normal AP operations surfaces it — the first visible symptom is usually an IRS notice.
1099 and B-Notice exposure
Mismatches identified early can be remediated on your schedule. Found at filing, they set the schedule for you — and it's a bad one.
The repeated "chase W-9s" cycle
Without a tracked workflow, the same population gets chased every year by whoever drew the short straw, with no record that it happened.
Undocumented remediation
Work you can't evidence doesn't count in an examination. Exportable summaries and audit trails make the remediation defensible.
Four stages, from raw export to clean master
Data intake & assessment
We ingest your vendor export and run a diagnostic — duplicates, missing fields, formatting issues, and risk buckets — so scope is based on your actual data.
Validation & cleanup
We validate TIN/name pairs, standardize names and addresses, and separate genuine mismatches from records that simply need a W-9.
W-9 remediation
Outreach launches for records missing documentation, with status tracked and results captured back into a normalized master.
Deliverables & monitoring
You get an audit-ready report and a cleaned vendor file — plus optional continuous monitoring to keep it that way.
Outputs you can hand to leadership, audit, and operations
Vendor master risk assessment
Issues summarized by category — mismatches, missing W-9s, duplicates, invalid addresses, and formatting anomalies — so you can see the shape of the problem, not just its size.
Remediation output file
A cleaned, standardized vendor master export with recommended updates and status flags per record, ready to load back into your ERP.
W-9 outreach & completion tracking
A centralized outreach log and status tracking, so your team can prove diligence rather than describe it.
Executive-ready remediation report
Before and after metrics with a risk reduction summary — suitable for a leadership update and as audit evidence.
Secure handling
Sensitive data handled under controlled process throughout.
Clear audit trail
Every action logged and exportable as evidence.
Optional monitoring
Continuous re-validation once the file is clean.
Pricing you can get approved quickly
Most vendor cleanup initiatives die in procurement because they're vague. This is a structured program with clear scope, timeline, and deliverables, priced against your vendor volume.
100 – 3,000 vendors
Assessment, cleanup, and mismatch reporting. W-9 outreach available as an add-on.
3,001 – 10,000 vendors
Includes W-9 outreach workflows, status tracking, and remediation file outputs.
10,001 – 25,000+ vendors
High-volume remediation, phased outreach, and optional ongoing monitoring.
Final pricing depends on vendor count, missing W-9 volume, file quality, and whether you need sanctions and exclusion screening. We quote after the assessment — which is free.
Tell us about your vendor file
We'll review your export and respond with a risk snapshot, a remediation approach, a timeline estimate, and fixed-fee quote options.
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Fast Most assessments come back within 1–2 business days of receiving a file sample.
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Clear A specific list of issues and a remediation plan — not a vague consulting report.
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Defensible Outputs are designed to support audit and internal controls.
Questions before you send a file
How quickly can you start?
Typically within 3–5 business days of kickoff paperwork and file receipt. Rush options are available when filing deadlines are near.
Do you need access to our ERP?
Not usually. Most projects begin with a vendor export as a CSV. If you want ongoing monitoring or a direct integration afterwards, we can support that too.
How long does the cleanup take?
Two to six weeks, depending on vendor count and how much W-9 outreach is needed. Cleanup alone is faster — outreach adds a vendor response cycle that can't be compressed.
Can you run W-9 outreach as part of it?
Yes. We automate outreach for records missing a W-9 and provide status tracking so your team can demonstrate diligence — or we deliver cleanup only, if you'd rather run outreach internally.
What's the difference between a project and subscription monitoring?
The cleanup is a one-time remediation to get the file current. Subscription monitoring keeps it clean year-round by re-validating and re-screening as records change — so the same backlog doesn't quietly rebuild over the next two years.
Other ways to solve this
Get ahead of it before filing season sets the schedule
Send a vendor export and we'll tell you what's actually wrong with it — with a remediation plan and fixed-fee options, usually within two business days.
Assessment is free. Pricing is fixed-fee.