How to build a vendor intake tracker for W-9s, insurance certificates, and approvals

Vendor intake gets messy when the first request comes through email and the second request comes through whoever needs the vendor paid today. I have seen teams approve work, receive an invoice, and only then realize there is no W-9, no insurance certificate, no signed agreement, and no approved payment method. At that point the tracker is not admin work; it is what keeps AP from guessing. A simpl…