Workflows
Start from the problem, not the product
Each workflow maps a recurring operational job to the Keelstar applications, tools, and templates that handle it.
Collect
Collect W-9s
Get a current, validated W-9 on file for every vendor without chasing anyone over email.
Collect
Request tax documents from vendors
Request W-9s, W-8s, and other tax documents and track what's outstanding.
Collect
Build vendor onboarding packets
Collect every required vendor document in one secure flow.
Collect
Send policy acknowledgments
Distribute a policy and collect signed acknowledgments with version history.
Extract
Review ACORD certificates
Read coverage, limits, and expiration off an ACORD 25 without re-keying it.
Extract
Review contract risk
Get a fast, consistent read on the clauses that carry commercial risk.
Approve
Send documents for signature
Collect a signature and keep the executed copy with its audit trail.
Approve
Route invoice approvals
Send invoices through the right chain and keep the approval trail.
Monitor
Track COI expirations
Know before a vendor's certificate of insurance lapses — not after.
Monitor
Screen vendors against exclusion lists
Check vendors against OIG, OFAC, and SAM on a schedule and keep the evidence.
Monitor
Screen employees against exclusion lists
Screen staff against exclusion lists continuously, with a dated record.
Monitor
Monitor contract renewals
Never let a contract auto-renew by accident again.
Monitor
Track contract notice periods
Work back from each renewal to the real deadline you must act by.
Monitor
Track training records
Keep a record of who completed which training and when it expires.
Monitor
Monitor certification expirations
Get warned before any staff certification lapses.
Monitor
Track overdue approvals
Surface stuck approvals and the bottleneck behind each one.
Audit
Track policy version acceptance
Know who accepted which version of which policy, and when.
Audit
Build audit trails
Turn everyday document work into evidence that's ready before it's asked for.
Audit
Export compliance evidence
Hand finance, legal, or an auditor a clean evidence pack on demand.
Audit
Replace spreadsheets with operational workflows
Move recurring document work off spreadsheets and shared folders for good.