Vendor and contractor management at strata companies involves receiving vendor details, entering them into multiple systems, tracking insurance and certification expiry dates, and reconciling data across spreadsheets and accounting software.
Automation extracts vendor information from emails and forms, validates it against duplicates, syncs it across all systems in real time, and monitors expiry dates with automatic reminders. The result is accurate vendor records, zero duplicates, and no missed renewals.
The full workflow, from trigger to completion.
New vendor form submission or email update triggers the workflow. The automation captures vendor name, contact, ABN, insurance details, and payment terms.
The automation extracts structured data from the submission, validates ABN format, and checks for duplicates. Invalid or duplicate records are flagged for manual review.
Validated vendor data is written as a new contact or company record, with all fields mapped and standardized.
Vendor record is automatically created or updated with payment terms, bank details, and tax settings, eliminating manual entry.
Insurance and certification expiry dates are extracted and automated reminders are scheduled to trigger 30 days before expiration.
When an expiry date approaches, an automated email is sent to the vendor requesting updated certificates, with a direct upload link.
When the vendor uploads a new certificate, the automation extracts the new expiry date, updates and, and reschedules the next reminder.
Operations team receives a notification confirming the vendor update, any compliance issues, and upcoming payment schedules.
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