Overview

A national facilities management company was onboarding 50–100 new service vendors per month using PDF forms, email, and manual COI review. The process took 2–4 weeks per vendor and had no visibility into status or expiration tracking for insurance and license documents.

What We Built

• Vendor self-service portal: profile, service categories, document uploads, bank details
• Document expiration tracking with auto-renewal reminders to vendors
• Internal review queue: compliance team reviews COIs, W-9s, and licenses with pass/flag/reject
• Approval tiers based on contract value thresholds
• Integration with accounts payable system via API for vendor master sync

Stack

PHP 8.1, MySQL 8, AWS (EC2, S3, SES), Stripe for vendor fee collection.

Outcome

Average onboarding time reduced from 18 days to 4 days. COI expiration incidents dropped from ~30/year to 2.