A vendor uploads their completed tax form and the compliance register updates itself with the legal name, the trading name, the entity type, the tax identification reference, the address, and the date signed. Year end stops being a chase for the forms nobody filed properly.
The app embedded on this page is the App Signup Flow, a real Taskade Genesis build you can fill in right now. It onboards a party into a record, which is the vendor half of this build. Click "Use this app" to clone it in about ten seconds, add a File field for the tax form and the compliance columns below, then wire the reading and extraction steps behind them.
The build is one vendor record with its documents attached. A Vendors Project holds one row per supplier and a Tax Documents Project holds one row per submitted form, kept as connected records so a vendor who resubmits after a name change keeps a history. A published onboarding page takes the vendor name, the contact, and a File field for the tax form, and it can sit alongside your other onboarding requests. The Convert File to Text step reads the form, which is what makes a printed-signed-scanned document as usable as a filled digital PDF. An Ask Agent step returns legal name, trading name, entity classification, tax identification reference, address, exemption codes where stated, signatory name, and signature date. Forms that are unsigned or undated are held rather than filed, because an unsigned tax form is not a tax form.
The register reads where finance and procurement work:
- Table view for the full vendor register with status and expiry
- Board view to move vendors through Requested, Received, Verified, and Approved
- Calendar view for the dates on which forms need refreshing
- Plus List, Mind Map, Gantt, and Org Chart across the 7 project views
Automations remove the chase. With Taskade automations, a new vendor request emails the form link automatically, a vendor with no form on file is blocked from approval and chased weekly, and an incomplete submission emails the vendor the specific problem. Across 100+ bidirectional integrations, forms and Gmail pull documents in while email and Slack push status out. The AI agents inside the app carry 34 built-in tools with persistent memory, so an agent can produce the year-end list of vendors missing documentation in one pass.
Tie the form request to vendor creation rather than to payment. If the request goes out when a vendor is added, the form is usually back before the first invoice, and nobody has to hold a payment. Make an approved tax form a hard requirement for vendor approval, since a soft requirement is the same as no requirement once a deadline is close. Load your existing vendors as a back-file and accept that the first pass will surface a group with nothing on file. That list is the actual value of the build, and it is far better found in February than in December.
Clone the app, invite finance and procurement, and the register, the forms, and the approval rules are yours.
Read File Uploads in Your App for upload behavior, App Users and Sign-In for attaching submissions to named vendors, and Build a Document Intake App for the pattern. Browse live builds in the Community Gallery, explore automations, or start from the templates library. Pair this with Track Certificates of Insurance Before They Expire and Send Supplier Invoices Straight to an Approval Board for a complete vendor onboarding pack.
Frequently Asked Questions
Is this tax advice?
No. It reads what the vendor wrote on their form and records it. Your finance team or advisor decides what the classification means for your filings, and the signed document is attached to every row for them to check.
How are unsigned forms handled?
They are held in a Received state and the vendor is emailed the specific problem rather than a generic reminder. Filing an unsigned form as complete is the failure mode this build exists to prevent.
Can vendors submit the form as a photo?
Yes. A printed, signed, and photographed form is read off the image, and HEIC files from a phone need no conversion. Keep photos under 20 MB, which is the ceiling for reading words off an image.
How do I handle sensitive identification numbers?
Decide what you are permitted to store before you build. Turn on app sign-in through App Users, restrict who can open the register, and consider storing only the last few digits alongside the attached document rather than the full reference in a column.
Can it flag vendors whose details changed?
Yes. Match a new submission against the existing vendor record and write a change record showing which fields moved. A legal name change is exactly the event you want surfaced rather than overwritten.
Where are the completed forms stored?
Attached to their document row and in your workspace Media tab, so an auditor is shown the document the vendor actually signed.
Can this sit on our own domain?
A branded vendor portal on your own domain is available on Business plans and above. The published form works on any plan that can run the automation behind it.
How do we handle vendors in different countries?
Keep the document type as a field so each jurisdiction's form is recognised, and extract the fields that apply to that type. One register can hold several form types as long as you do not try to force them into identical columns.
