A synced handoff from new site to vendor payment setup

The problem

Every new donation site or purchased-thrift vendor meant a manual email chain. Growth secured a site or a vendor relationship, then someone had to remember to tell Logistics where to place a bin and tell Accounting to set up accounts payable, including chasing down a W-9 and payment terms by hand.

The handoffs broke easily. A 25 megabyte file-size limit caused automation failures on larger document sets, and there was no shared view of which sites had a bin placement date, which vendors were still waiting on AP setup, or where a handoff had simply been dropped.

What they built

Donation site records now sync from the CRM into a dedicated Logistics base the moment a new site is secured, so Logistics can enter placement dates and asset details without waiting on an email. The same base structure captures purchased-thrift vendor records as they come in from Growth.

When a vendor record is ready, it routes automatically to Accounting for AP setup, carrying the W-9 and payment account details the team needs to get a new vendor paid on time. Logistics and Accounting each work from a record that already has what they need instead of reconstructing it from a thread.

The outcome

Growth, Logistics, and Accounting now hand off through a synced record rather than an inbox, which closed the gap where new sites or vendors used to stall. Asset placement status is visible in one place instead of scattered across email confirmations.

Timely AP setup for new vendors no longer depends on someone remembering to forward a document. The team is still working through the file-size limit that occasionally interrupts automation on larger attachments, but the core handoff path runs without manual re-entry.