Compliance paperwork
Every form a new hire needs tracked to its deadline, from employment eligibility to tax forms, with reminders before anything is late. A person always checks the documents.
The I-9 clock starts on day one. Each form tracked to its deadline.
Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.
Step 1 of 5List the forms
The agent
Builds Priya’s list from your forms by state and role: federal and state tax, direct deposit, eligibility, the handbook and a pay notice.
Which forms apply turns on where someone lives and works, and for remote hires those aren’t always the same state.
- HR system
- HR system
~10 hours a month back
Where teams differTax forms can go out with the offer or wait for the first morning.
Step 2 of 5Date every form
Automation
Sets a due date on every form. The eligibility check counts three business days from Monday, so it’s due Thursday.
Each deadline follows a set rule, most of them a count of days from the start date.
- HR system
- HR system
~6 hours a month back
Step 3 of 5Chase what’s missing
The agent
Checks every returned form is whole, like a state tax form with the address left blank or a pay notice nobody signed.
A form can come back signed and still be missing an address. Signed isn’t the same as complete.
Automation
Reminds Priya two days before a form is due, and copies her manager if it’s still out the day before.
Reminders follow the calendar, on the same timing for every hire.
- E-sign
~18 hours a month back
Step 4 of 5Book the review
Automation
Puts Priya’s eligibility check on the HR coordinator’s list the day before it’s due, with a slot already held.
The due date was set on day one, so the reminder was scheduled then too.
Your teamIf a document review is due
Books the review, examines Priya’s documents with her and completes the check. The agent never sees them.
The law asks a person to examine identity documents. That part never goes to software.
- HR system
- HR system
~5 hours a month back
Where teams differMany teams review on day one. Remote teams use someone near the new hire, or a live video review where allowed.
Step 5 of 5File and watch
Automation
Files each form where your team keeps it, and for anyone on a work permit, like Dan Moss, reminds your team well before it expires.
The expiry date is on the permit, so the reminder can be set the day the form is filed.
- HR system
- HR system
~4 hours a month back
What changes
No more finding a missing form at audit time. Each hire’s file is tracked to its deadlines by state, and your coordinator steps in only to review documents.
- 4steps automated
- 2steps for the agent
- 1call kept with your team
Pick any step to see what happens there and why it sits in that lane.
What it could be worth
~43 hours a month back
$23,200 a year in time
For a company adding about 12 people a month across four states, at $45 an hour. We work out yours from your own volumes before you sign.
Let’s build your agentOne proven agent, plugged into how you work.
Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.
The agent
Same for every client- Follows the same proven steps
- A person on every exception
- Every decision logged
- Tested on your past work first
- Never examines identity documents
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Your systems
Where the work comes in, and where the result goes.
For this agentForms from your HR system and e-sign, files into the employee’s record.
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Your rules
The limits and exceptions it works to.
For this agentWhich forms each state and role needs, and when to remind.
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Your team
Who signs off, and who covers when they’re away.
For this agentThe HR coordinator for document reviews and anything late.
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Your channels
Where your team hears from it.
For this agentEmail to the new hire, a daily list for your team.
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Your output
What it hands back, in the format you already use.
For this agentA complete file for every hire, with each deadline met.
Onboarding and benefits enrollment are their own agents in this catalog. Legal advice on what’s required stays with your counsel.
The agent, and everything that keeps it working.
- The agentRunning on your systems, under your rules.
- The review screenWhere the exceptions land for your HR coordinators.
- Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
- A test reportYour past new-hire files, run through it and checked against the number.
- The runbookHow it works, what to check, and what to do if it stops.
- 30 days of tuningAfter it goes live, through a full month of your real new-hire files.
Share of new-hire forms completed on time. We measure it before we start, and again at day 30.
Live in 3 to 6 weeks. About seven hours of your time.
We do the building. Your side: access, your required forms by state and a quarter of new-hire files, and a short weekly check-in.
Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.
It keeps running whether or not we stay.
It runs in your accounts
Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.
Changes in the first 30 days are included
A new rule, a changed limit, someone new signing off. That’s what tuning is for.
After that, your call
Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.
About this agent.
Does it verify identity documents?
Does it track work permit renewals?
Our process isn’t quite like this. Will it still work?
How do we agree the number?
What does it cost to run once it’s live?
Want every form in on time?
Tell us how your team handles new-hire files today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.
- 3 to 6 weeksto live, then 30 days of tuning
- $12,500fixed, per agent
- Yours to keepno license fees