Claims vendor and supplier onboarding
How do we onboard a body shop, contractor or provider into the claims network with licenses, insurance, tax and bank details checked and OFAC screening done before the first assignment?
Run onboarding as a checklist the vendor completes through a link, with every check on the record. Callvu lists the requirements by vendor type (the business license and the trade licenses, the certificates of general liability, garage or workers compensation insurance with the carrier as certificate holder, the W-9 and the tax identification match, the bank account for payment with verification, the service agreement and rate schedule, the background and ownership information), collects each through the vendor's link, reads and checks it, screens the business and its owners against OFAC and the exclusion lists, routes the approval to the vendor manager in the Decision Desk, and writes the active vendor with its trades, areas, rates and expiration dates to the vendor system so assignments and payments can start.
In scopeComplex: multi-party handoffsCallvu moves: chase and verify, decide, write back
Last updated November 7, 2026.
The problem today
The contractor was paid for eight jobs before anyone noticed the general liability certificate named a different company.
Claims networks run on vendors: body shops, water mitigation contractors, roofers, medical providers, tow operators. A new vendor sends a package by email: a license, a certificate of insurance, a W-9, a voided check. The desk adjuster who needs the vendor on a job approves it. The certificate is for a different entity, the W-9 name does not match the tax identification number, the bank account belongs to the owner's cousin, and the OFAC check was never run.
A carrier paying a vendor is subject to OFAC screening obligations on the parties it pays, to IRS reporting that needs a matching tax identification, to state licensing for the trades in the network (contractor licenses, auto repair registrations, medical provider licenses), and to its own policy on insurance limits, background checks and payment controls. Each requirement is a document with a check against a public record or the document's own content.
A vendor onboarded on a checklist is a vendor the carrier can defend paying.
How it runs
From the requestto the system of record.
A network manager or an adjuster requests a new vendor, or a vendor applies to join. Callvu opens the onboarding case with the vendor type and the area.
- Vendor
- Provides licenses, insurance certificates, tax and bank details, the agreement and ownership information through a link.
- Vendor manager
- Approves in the Decision Desk with the checks.
- Accounts payable
- Activates payment from the verified bank details.
- Callvu
- Lists the requirements, chases, reads and checks, screens, routes and writes back.
List the requirements by type
The vendor type (body shop, contractor by trade, medical provider, tow and storage, appraiser) and the states set the list: the business license and trade licenses with their numbers, the certificates of general liability, garage keepers or professional liability and workers compensation insurance with minimum limits and the carrier as certificate holder, the W-9, the bank account for payment, the service agreement and rate schedule, the ownership and principals, and any accreditation the network requires.
Chase and verify
Each item is requested through the vendor's link, read on arrival and checked: the licenses against the state licensing board's public record, the certificates for the insured name, limits, dates and certificate holder, the W-9 name against the IRS tax identification matching program, the bank account by a verification deposit or an account validation service with a call-back to a number on record for any change; what is missing or deficient is requested with the specific item.
Screen and decide
The business and its owners and principals are screened against the OFAC sanctions lists and the exclusion lists the network uses (the HHS exclusion list for medical providers, state fraud bureau lists) and the results are recorded; the vendor manager decides in the Decision Desk with the checklist and the screening and only the allowed outcomes: approve for the trades, areas and rates the checks support, approve with conditions, or decline with reasons.
Write back
The active vendor with its trades, areas, rates, the insurance and license expiration dates and the verified payment details is written to the vendor system and accounts payable, assignments can be made from the claims system, and the expirations open renewal chases before their dates with suspension by rule on a lapse.
Where it ends: The vendor was approved on verified licenses, insurance, tax and bank details with the screening on the record, and the vendor system enforces the scope and the expirations. The Decision Trace shows each check, the screening and the approval; the Audit Trace shows the documents, the verifications and the write.
Runtime enforcement
What is enforcedwhile the work runs.
The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.
The handoff
Between the front doorand the back office.
The front door
The vendor through its link; the requesting adjuster sees the status.
The back office
The vendor manager approves on a checklist; accounts payable activates verified details; the claims system assigns within scope.
The Decision Desk
- The checklist goes to the vendor manager in the Decision Desk with each check and the screening, and only approve for the verified scope, approve with conditions, or decline with reasons; a screening match goes to compliance with the block and report outcomes.
Proof
In scope.Proof at scale, not one process at a time.
The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.
Phoenix put more than 100 processes live in under 3 months.
Across Callvu customers
More than 1,000 processes are live across Callvu customers.
Across Callvu customers
Questions
What buyers ask next,answered plainly.
What is checked before a vendor is active?
Trade licenses against the state board, insurance certificates for limits and the certificate holder, the W-9 against the IRS matching program, the bank account by verification, and OFAC and exclusion screening of the business and its owners.
How are bank details protected?
They are captured on a secure screen, verified before activation, and any change is re-verified with a call-back to a number on record.
What happens when a license or policy expires?
The expiration opens a renewal chase before the date, and a lapse suspends assignments by rule until cured.
Related processes
Bring this process, or the one that costs you most.
We build it against your policies and your systems, train your team and stay with you through launch. You are live in weeks.