Before you start
You need permission to create contacts and update documents in the workspace. If the scan or its results are not available, ask a workspace administrator to check your access.
Use a W-9 or invoice that clearly shows the vendor or contact name. Saturation does not create a contact when it cannot read a name from the document.
Scan documents from Contacts
Select Contacts in the workspace navigation.
Drag one or more W-9s or invoices onto the Contacts page.
When Drop documents to match appears, release the files.
Follow each file in the progress card as it moves through Uploading, Waiting for scan, Scanning, and Matching.
You can leave the Contacts page open while Saturation processes the files. A failed file shows an error in the progress card instead of creating an incomplete contact.
Each uploaded file is also saved as a workspace document. Saturation attaches it to the contact when a match or contact creation succeeds.
What Saturation creates
Saturation first searches active contacts in the same workspace. It compares the extracted name, company, email address, and phone number with existing records.
The progress card shows one of these results:
Matched: Saturation attached the document to an existing contact.
New: Saturation created a contractor contact and attached the document to it.
Review needed: Saturation found possible existing contacts but could not choose one with enough confidence. Select Review, compare the document with the candidates, choose a contact, then confirm the match.
Error: Saturation could not read or process the file.
When a new contact is created, Saturation sets its type to contractor and starts with the vendor or contact name. It can also fill the title, company, email, phone, address, and tax details when those values are present and readable. Open the completed result from the progress card to review the contact and correct any extracted value.
Check possible duplicates
A strong email, phone, or name match links the document to the existing contact. A weaker match can produce Review needed while the scan creates a new contractor contact from the extracted name.
Choosing an existing candidate links the document to that contact. It does not merge or remove a contact already created by the scan, and the document can remain linked to both records. After resolving a review, search the Contacts page for the vendor name and check for a second record before using the contact in a transaction or payment.