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A practical workflow should begin when a vendor is created, not in the final weeks of December. The system should monitor vendor records continuously and escalate unresolved items according to payment activity, risk, and filing timelines.

The best collection process is a controlled communication sequence, not a single bulk email. When the system identifies a missing form, it sends the vendor a branded message with a secure upload link and a clear due date.

Start when a vendor is onboarded or before the first reportable payment, rather than waiting for December. Run a quarterly review and a larger year-end reconciliation to catch missing, outdated, or changed forms.