GATEKEEPER AI AGENTS

W-9 Validator Agent.

Before making payments to a US vendor, their W-9 must be reviewed for completeness and accuracy.

This administrative work slows onboarding and creates repeated back-and-forth when errors are found late. The W-9 Validator Agent checks every form as soon as it is submitted.

Book a demo Explore all AI agents

HOW IT WORKS

How the W-9 Validator Agent works.

W-9 form submission.

A vendor submits their W-9 form through Gatekeeper.

Field checker.

The agent checks that all required fields are complete: legal name, business name, federal tax classification, address, TIN, and signature.

Record reference.

TIN formatting is validated. Name and address details are cross-referenced against existing vendor records in Gatekeeper.

Descrepancy flag.

Discrepancies between the form and your vendor records are flagged immediately, with specific details.

Vendor feedback.

Valid, consistent forms automatically update vendor records. Forms with errors are returned to the vendor with clear feedback.

Up to 95% faster.

Routine work is completed in a fraction of the time, while keeping your team in control.

FAQS

Frequently asked questions.

What does the agent check on a W-9?

It validates required fields (legal name, business name, tax classification, address, TIN, signature), checks TIN formatting, and cross-references submitted details against your existing vendor records.

Does it update vendor records automatically?

Yes. When a W-9 passes validation and matches your records, the system automatically updates the vendor record. Your AP team only handles exceptions.

What happens when the form does not match the vendor record?

The agent flags the specific discrepancy, whether it is a name mismatch, address change, or TIN formatting issue, so your team can investigate before payments are processed.

Is there an audit trail?

Every Agent action is recorded in Gatekeeper with a timestamp, including the criteria applied, decision made, supporting evidence and reasoning where applicable.

This creates a searchable record of how each outcome was reached, supporting compliance verification, internal review and audit requirements.

How is my data kept secure and compliant?

Your data stays within Gatekeeper while the Agent performs its work. Actions, decisions and supporting evidence are logged, creating a clear audit trail.

The Agent operates within the permissions, playbooks and authority controls you configure.

Data handling follows Gatekeeper’s enterprise security standards, including SOC 2 Type II compliance and GDPR requirements.

one unified record

Every capability, unified.

One system of truth.

Customer and vendor contracts, obligations, and renewals in one record.

See spend against contract.

Contract value sits next to what is actually being spent.

No single point of failure.

Contract knowledge lives in the platform, so nothing is lost when someone changes role or leaves.

Draft from approved templates.

Every agreement starts from language Legal already trusts.

Keep control of the clause library.

Guard-railed templates keep off-policy wording from going out.

Nothing renews unnoticed.

Every renewal date tracked, with owners and reminders set automatically.

Expert insight & opinion

Related AI agents.

Gatekeeper's agents work as a single, connected team, handing off to one another across the lifecycle rather than running in isolation like bolted-on point tools.

Top Rated Solution for Vendor and Contract Lifecycle Management

Book your Free Demo of Gatekeeper