Cognito Forms: Streamlining Business Information Collection With Ease

Collecting important business information—like expense reports, vendor forms, new hire paperwork, or banking details—can sometimes be a hassle. Email threads get lost, attachments are hard to track, and it’s easy for details to slip through the cracks.

To make this process seamless, we use Cognito Forms—a secure, easy-to-use platform that allows us to gather all the information we need efficiently, accurately, and safely.

What Are Cognito Forms?

Cognito Forms is an online tool that lets businesses create custom forms for any type of data collection. Forms can include attachments, conditional fields, electronic signatures, and secure submissions—all stored in one organized place called the Vault.

For our clients, this means no more chasing down paperwork, lost emails, or incomplete submissions. Everything is collected in a secure, centralized system, making it easy for both you and our team to stay organized.

How We Use Cognito Forms

We use Cognito Forms for key business processes that require accurate information collection. We then custom-build a sync integration to send all collected forms and their data to our clients' HubDoc systems, so this form data is always in a searchable place. Here are a few examples:

1. New Vendor W9 Requests and Independent Contractor Agreements

Whenever we onboard a new vendor or contractor, you can submit their W9 forms and signed agreements securely via Cognito Forms. This ensures your vendor information is accurate and compliant.

2. Expense Reimbursement Reporting & Receipt Attachments

Submit expense reports and attach receipts directly through a form. This helps our team process reimbursements faster and keeps all documentation neatly organized.

3. New Hire Forms and Employee Status Changes

Onboarding new employees or updating employment status is simple. Forms for new hires, payroll changes, or status updates are all collected through secure links—reducing paperwork and human error.

4. Bank Account Details Requests

Securely collect banking details from customers, suppliers, or staff using encrypted forms. This keeps sensitive information safe while streamlining payment processes.

Key Benefits of Using Cognito Forms

Using Cognito Forms as part of our business operations provides multiple advantages:

• Centralized and organized collection of all critical business information

• Secure storage of sensitive data in the Vault

• Reduced errors and lost information

• Faster processing for reimbursements, new hires, and vendor onboarding

• Convenient access for clients, vendors, and employees

• Customizable forms tailored to specific business processes

In Summary

Cognito Forms helps us streamline essential business processes by making information collection fast, secure, and organized. By submitting forms through secure links, you help us process requests more efficiently—whether it’s onboarding a new employee, reimbursing expenses, or updating vendor information.

This system ensures both compliance and convenience while keeping your sensitive information safe.