Client Onboarding

Automate Retail Client Onboarding Without the SaaS Lock-In

We design and build custom AI systems that integrate with your existing tools and workflows.

Industry Context

Retail client onboarding is high-volume, compliance-heavy, and time-sensitive. GDPR and CCPA require careful data handling, while seasonal spikes strain manual processes. High employee turnover means constant retraining, and legacy systems often lack integration capabilities. Delays in onboarding directly cost revenue and hurt customer satisfaction.

By the Numbers

10 days

average new vendor onboarding time

PwC Retail Ops, 2024

35%

of onboarding is redundant data verification

Deloitte Retail, 2025

60%

reduction in vendor onboarding time with AI

McKinsey Retail, 2024

The Problem

What you're dealing with

Manual data entry from vendor forms into ERP systems, leading to errors and rework

Compliance checks requiring manual review of tax IDs, business licenses, and insurance documents

Delays in assigning SKUs and setting up payment terms due to siloed departments

Inconsistent communication with vendors across email, spreadsheets, and phone calls

Can't scale onboarding during peak seasons without adding headcount

The Solution

How it works

We start by mapping your actual onboarding process through AI-driven interviews with your team. This uncovers bottlenecks, exceptions, and undocumented steps. We then design a system that automates data extraction from vendor documents, validates compliance requirements against your rules, and syncs data with your ERP, PIM, and payment systems. Our internal tooling lets us build and deploy this in weeks. You get a system that works with your existing stack, cuts manual work by 80%, and reduces onboarding time from days to hours.

Arc

Automates data extraction and validation from vendor-submitted documents

Wand

Orchestrates workflows across your systems and handles vendor communications

In Practice

Before and after

Before

A new vendor submits a PDF form. An ops coordinator manually enters data into NetSuite, emails compliance for license checks, waits for approval, then configures payment terms in another system. Average time: 5 days.

After

Vendor uploads documents. Our custom AI extracts data, validates compliance in real time, pushes approved data to NetSuite and payment systems, and sends status updates to the vendor. Time: 2 hours.

1 Vendor submits documents via portal or email
2 AI extracts and validates data against business rules
3 System syncs with ERP and triggers payment setup
4 Automated notifications keep vendor informed
5 Ops team handles exceptions only

weeks

From kickoff to live deployment for a national retail chain

FAQ

Common questions

How do you integrate with our existing systems like NetSuite or SAP?

We use APIs, flat files, or middleware -- whatever your tech stack supports. We build to your environment, not ours.

What if our onboarding process varies by vendor type or region?

We model all variations and exceptions into the system. The AI handles conditional logic, so you don't need manual intervention.

How long does it take to build and deploy?

Typically 3-6 weeks, depending on complexity. We move fast because of our internal platform.

Do we own the solution after delivery?

Yes. You get the code, data models, and workflow designs. We can provide support, but you control it.

What about data security and compliance?

We build to your security standards and regulatory requirements. Data stays in your systems; we don't store it.