PeakGP Vendor Onboarding · in preview
Every new vendor, collected, checked and set up once, properly.
Your AP clerk drops in the vendor's documents, bank information, contract and notes. PeakGP Vendor Onboarding reads them, runs the checks, asks a second person to approve, and creates the vendor in Dynamics GP.
Where this product stands
PeakGP Vendor Onboarding is built and tested against the Dynamics GP sample company, and we are looking for the first pilot customers. It is not generally available yet. The limits are listed at the bottom of this page.
How it works
One case per vendor, from request to GP.
- Request and riskRecord who asked, why, the estimated spend, and what the vendor will touch. A risk tier (low, medium or high) is worked out from your own thresholds and decides what the vendor must provide.
- CollectDrop files, bank information and the contract into their own boxes, or type or paste an email or notes. PDFs and phone photos both work, in any order.
- ReviewEach item is read and identified. What was found is merged into one vendor record that shows where every value came from, and a live checklist shows what is still missing.
- VerifyAutomatic checks run on every change. The checks only a person can do, such as a call-back to confirm bank details, are recorded with who did them and when.
- ApproveA different person approves. Whoever created the case or entered the bank details cannot.
- Set up in GPChoose the vendor class, terms and checkbook, run a test that GP rolls back, then create the vendor through GP's own procedure.
What your clerk can add
However the information arrives.
Documents
W-9 or W-8, Canadian Business Number and GST/HST registration, insurance certificates, vendor forms, security reports. The type is recognised for you.
Bank information
A void cheque, a bank letter or a signed EFT form, including a photo taken on a phone. Routing and account numbers are read from it.
Contract
The agreement, MSA or quote. Payment terms, term and renewal, value and unusual clauses are pulled out and summarised for review.
Typed or pasted text
An email from the vendor, a setup form, a phone note. Labelled lines read best, but free text works.
The checks
The ones people skip when they are busy.
Each check says what it found and why. A check that fails or is still open stops the case from going for approval, until it is fixed or an approver waives it with a reason that is recorded under their name.
- Required documents for this vendor's country, payment method and risk tier
- Tax ID format for a US EIN or SSN, or a Canadian Business Number
- Bank details: the routing number checksum, the IBAN check, and the account holder against the vendor's name
- Documents agree with each other: name, tax ID, account and postal code across everything collected
- Not already a vendor in GP, by tax number and by name, including inactive vendors you should reactivate
- Insurance current, and at the limit your policy requires
- Sanctions: an optional screen against a list you load, and a recorded manual review
- Bank call-back to an independently sourced number, reset automatically if the bank details change afterwards
Controls
Built so one person cannot do everything.
Segregation of duties
The creator, the submitter and the person who entered or changed the bank details cannot approve the case. You can switch this off for a one-person pilot; the product says so when it is off.
Sensitive data protected
Tax IDs and bank account numbers are encrypted in the database and masked on screen. Showing one is a deliberate action, and it is recorded.
A full audit trail
Every edit, document view, check, waiver, approval and GP step is recorded with who and when. Nothing reaches GP until a person approves.
Why it matters
Fewer retyped digits. Fewer bad vendors.
The value is in four places. These are illustrations of where to look, not measured results.
Time
The clerk stops retyping tax, address and bank details, and stops keeping the checklist in their head. As an illustration: 40 new vendors a month, 30 minutes saved on each, is 20 hours a month.
Accuracy
Values come from the documents, not from memory, and routing numbers, IBANs and tax IDs are validated before anything is created.
Fraud and duplicates
Bank details are confirmed by a call-back and compared with the vendor's name, and the vendor is compared with your whole GP vendor list. Even one avoided bad payment can matter more than the time saved, but that estimate has to be yours.
Control
Proportionate diligence by risk, an enforced second pair of eyes, and a record an auditor can follow.
The limits, so you know them before a pilot
- Bank details are not written to GP. GP has no supported way to import a vendor's EFT bank record, so after the vendor is created the app shows the details for you to key in.
- The clerk collects; the vendor does not log in. There is no vendor self-service portal or email intake yet.
- A person reviews every value. The checks catch many misreads, but passing the checks does not mean a document was read perfectly.
- Sanctions screening is only as good as the list you give it, and shows possible matches for a person to judge. It is not a compliance guarantee.
- Documents are read by an AI service. The vendor documents you add, including tax forms and bank documents, are sent to Anthropic's Claude API to be read. Everything else stays in your own databases. See the privacy page.
- Word and Excel files need to be saved as PDF first.
Want to pilot it on your next five vendors?
Tell us how many vendors you onboard each month and which of the checks you do today.