US Customer / Vendor W-9
Secure self-service portal for partners to submit and update W-9, banking (ACH) and Certificate of Insurance with approval
Secure self-service portal for partners to submit and update W-9, banking (ACH) and Certificate of Insurance with approval
Key Features
Tokenised self-service portal
Tokenised self-service portal — each partner gets a unique, revocable access token and a private portal page where they enter their own W-9, banking and insurance information, so data comes straight from the source instead of retyped from a
Change-approval workflow
Change-approval workflow — nothing a partner submits touches the live partner record directly; every update becomes a submission that moves through Draft, Submitted, Under Review, Approved / Rejected and is only applied by an authorised rev
Field-level change diff
Field-level change diff — each submission shows exactly which fields changed, old value versus proposed value, so a reviewer can approve banking or tax-ID changes with full context and defend against payment-redirection fraud.
Real W-9 capture and validation
Real W-9 capture and validation — collects the legal name, business name, federal tax classification, exempt-payee codes and the 9-digit TIN, validates the TIN format for SSN/EIN and stores it masked (last four only) for privacy.
ACH banking with ABA routing validation
ACH banking with ABA routing validation — captures account holder, account type, account number (masked) and routing number, and validates the routing number against the real ABA nine-digit checksum before it can be approved.
Certificate of Insurance tracking
Certificate of Insurance tracking — store multiple COIs per partner with insurer, policy number, coverage type and limits, effective and expiry dates, additional-insured flag and the certificate PDF, with automatic active / expiring / expir
Expiry and missing-document reminders
Expiry and missing-document reminders — scheduled actions flag COIs that are about to lapse, mark expired ones and chase partners who still have no W-9 or an out-of-date insurance certificate on file.
Vendor / customer compliance scoring
Vendor / customer compliance scoring — every partner gets a W-9 status, a COI status and a compliance-complete flag plus smart buttons to the full submission and certificate history.
Invitation wizard and mail templates
Invitation wizard and mail templates — select any set of partners and send them a branded portal invitation in one click, with reminders for those who have not responded.
Full audit trail
Full audit trail — submissions and certificates are mail-thread enabled and every submit, review, approval, rejection and applied change is tracked in the chatter.
Screenshots
Why Choose This Module
Onboarding and maintaining vendor and customer master data in the US is a compliance minefield handled almost entirely by email. A vendor emails a scanned W-9, a new bank routing number arrives in a signature block, an insurance broker forwards a Certificate of Insurance (COI) as a PDF, and an accounts-payable clerk copies all of it into the partner record by hand. Nothing is validated, nothing is approved, and a spoofed banking-change email is one of the most common ways US companies get defrauded. Odoo has nothing native for collecting this data safely.
Specifications
- Compatible: Odoo 18.0 / 19.0
- License: OPL-1
- Languages: English
- Author: Pokutsoft
- Dependencies: base, mail, portal
- Support: support@pokutsoft.com
Update date: 2026-07-05