Automated Bill.com Missing W-9 Vendor Chaser
Every Monday, WebRun opens Bill.com, identifies vendors with outstanding bills but no W-9 on file, drafts a polite W-9 request email for each, and logs them in Google Sheets. Emails are left as drafts in Gmail for your AP lead to review and send before anything goes to a vendor.
How do I automatically chase vendors for missing W-9s before a payment run?
Every Monday, WebRun checks Bill.com for vendors who have open bills but no W-9 on file, logs them in a Google Sheets tracker, and drafts a polite collection email in Gmail for each. Your AP lead reviews and sends the emails before any vendor is contacted, keeping 1099 compliance on track.
- No payment run is blocked by a last-minute missing W-9 scramble
- Vendors are chased on a consistent weekly schedule without manual tracking
- Every outbound request is reviewed by a human before it reaches the vendor
Built for AP teams · controllers · accounting managers · small business owners
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.bill.comin a real browser with your saved login - no setup, no API keys. -
1
Bill.com - find vendors with missing W-9 and open bills
bill.com
WebRun opens Bill.com to find vendors with missing W-9 and open bills. - Open Bill.com and review vendors with at least one unpaid bill
- Check the vendor profile for a W-9 or tax ID on file
- List every vendor with outstanding bills but no W-9 or incomplete tax info
Done when All vendors with missing W-9s and open bills are identified.
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2
Google Sheets - log each vendor and their W-9 status
google.com
WebRun opens Google Sheets to log each vendor and their W-9 status. - Open the W-9 tracking sheet and append each missing-W-9 vendor with their name, outstanding balance, and last W-9 request date
- Skip vendors already chased in the past 14 days to avoid duplicating requests
Done when The W-9 log is updated with all newly identified vendors.
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3
Gmail - draft a W-9 request for each vendor
gmail.com
WebRun opens Gmail to draft a W-9 request for each vendor. - Draft a short, polite W-9 request email to each vendor not chased in the past 14 days
- Include the vendor's name, the outstanding balance amount, and a note that payment requires a completed W-9
- Save every email as a draft. Do not send to the vendor until your AP lead reviews and approves
Done when Draft W-9 request emails are ready in Gmail for AP lead review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email vendors directly without my approval?
No. Every vendor email is saved as a Gmail draft. Your AP lead reviews and sends each one. Nothing goes to a vendor until a human approves it.
How does it avoid sending repeat requests to the same vendor?
It checks the W-9 tracking sheet and skips any vendor already chased in the past 14 days, so you never bombard vendors with duplicate requests.
What if a vendor submits their W-9 after the draft is created?
On the next Monday run, WebRun checks Bill.com again and omits any vendor who now has a W-9 on file. Just delete the now-stale draft in Gmail.
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