Vendor onboarding is a time consuming activity as many official documents need to be collected and verified. Kanbina collects the documentation for you and greatly speeds the overall process with automation. Explore the contrast below. 

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The Daily Ordeal of Vendor Onboarding 

Every morning, finance and procurement teams open their inboxes to a fresh batch of vendor onboarding or update requests—new supplier setups, documents to collect or review, bank detail to check, or credit and saction checks. Forms are inconsistent: PDFs scanned sideways, missing VAT numbers, mismatched legal names, outdated documents, or handwritten notes.  The team scrambles: 

• “Is that company registration valid?” 

• “Has the VAT status been updated?” 

• “Is the bank account real or fradulent?” 

• “Who in AP is authorised to approve this vendor?” 

Information lives in emails, spreadsheets, ERP notes, and shared drives. No one’s sure which record is current—or if the vendor already exists under a slightly different name. 

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The Screening Begins 

They manually verify credentials one system at a time: Google search, HMRC lookup, payment portal checks, manual credit references. They run through sanction lists and insurance documentation offline. As questions mount, requests are sent back for clarification. Approvals are slow—sometimes getting lost if legal, compliance, or procurement are out of office. 

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Requests pile up. Procurement keeps asking: “Can this vendor be paid?”—and AP has to stall until due diligence is complete. 

By the day’s end, several duplicate vendor records may exist. Some bank entries have been accepted without verification. And day one of onboarding turns into a fragmented, error-prone process. And tomorrow, it all repeats. New requests. New forms. Every vendor feels like your first—slow, manual, and risky. 

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The Four Points of Pure Pain 

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1. Inconsistent or Missing Documentation

Vendor packets arrive with missing or invalid data—credit checks, tax IDs, registration numbers, or bank details missing or outdated. 

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.2. Manual, Multi-System Screening

Checks for company registration, tax compliance (e.g. W‑9/W‑8BEN), sanction lists, banking, insurance, and tariff data are performed manually, region by region. 

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3. Broken Approval Logic and Audit Trails

Authority schedule logic lives outside the system. Approvals are routed via email. Audit transparency is inconsistent and hard to prove. 

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4. Onboarding Delays & Risk Exposure

Duplicate vendors slip through. Bank detail updates go unverified. Compliance gaps rise. Risk increases while onboarding stalls. 

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The Human Cost 

This isn’t just admin—it’s risk exposure. Teams spend hours manually validating vendors, chasing approvals, and managing exceptions in spreadsheets. Strategic work is delayed. Trust is eroded. And every onboarding feels uncertain. 

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The Automated Kanbina Vendor Due Diligence Process 

The Kanbina Vendor Due Diligence service automates the verification, approval, and setup of new suppliers by embedding intelligent checks directly into the transactional finance workflow.  As part of the broader Accounts Payable process, Kanbina identifies when a vendor requires setup or change approval and immediately triggers the due diligence process—without waiting for a separate onboarding request or manual review. 

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Kanbina connects to authoritative sources and validates supplier data in real time: company registration, tax documentation (e.g. W‑9, VAT IDs), bank details, insurance certificates, and sanctions and credit compliance is automatically verified. These checks are embedded into the workflow and surfaced in the UI for quick review and approval. 

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Approvals follow your organisation’s authority schedule—automatically routing to legal, compliance, or AP leadership based on vendor risk level, spend category, or entity. Every action is logged, traceable, and audit-ready. The result? Faster onboarding, stronger compliance, and significantly reduced fraud risk. 

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What Makes the Kanbina Vendor Due Diligence Service Stand Out? 

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• Real-Time Verification from trusted sources, on a regional or courty basis. Company registration, tax status, sanctions, and credit data are automatically pulled and checked from reliable, government and third-party databases—no manual lookups needed. 

• Seamless Workflow Integration Due diligence is triggered at the right moment—within invoice approvals or vendor requests—so no duplicate processes or delays. It happens as part of the transaction, not in parallel. 

• Authority-Based Routing and Sign-Off Kanbina applies your internal authority schedule automatically. Approvals go to the right person, in the right region, based on your risk and spend rules. 

• Built-In Fraud Protection Bank details and contact info are flagged and validated. Suspicious documentary evidence (e.g. high-risk regions, mismatched records) are automatically escalated or paused for further review. 

• Full Audit Trail and Reporting Every step in the due diligence process is timestamped, documented, and visible in Power BI dashboards—ensuring transparency for internal teams and external auditors. 

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The process is intelligent, secure, and lightning fast. Vendor records are validated, approved, and ready for use—without the inbox chases, manual checks, or spreadsheet chaos. Finance teams get clarity. Procurement gets speed. The business gets control. 

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