Onboarding Security Companies for Payments: The Right Way to Start

The problem

Why this matters

The way you onboard someone for payment sets the tone for the entire working relationship. Get it right from the start and you'll never have to scramble for missing details, question a routing number, or re-collect information you already asked for once. Get it wrong and payment becomes a recurring problem.

The Payment Onboarding Checklist

Before work begins: Send a Garded payment request link as part of your onboarding package — alongside any contracts or NDAs. Payment setup should happen before the first invoice arrives, not after.
Collect tax documentation: Request a W-9 (for U.S. payees) at the same time you collect banking details. 1099 filing requires legal name, address, and tax ID — don't wait until January to ask.
Verify the details: Confirm the banking details match a test micro-deposit or verify through your ACH provider before processing a large payment. One verification upfront prevents misdirected payments indefinitely.
Document the payment method: Note whether the payee prefers ACH, wire, or PayPal — and document the preference alongside their banking details so anyone on your team can process a payment consistently.
Set a re-verification reminder: Payment details change when people switch banks, change business entities, or update account numbers. Set a calendar reminder to re-verify annually.
Confirm invoicing expectations: Clarify invoice format, billing cycle, and payment terms before the first invoice arrives. Misaligned expectations cause more payment delays than any technical issue.

What Happens When You Skip the Onboarding Step

The most common payment problem isn't fraud — it's disorganization. A contractor invoices after the job is done, you search your inbox for the bank details they sent six weeks ago, can't find them, ask again, they're annoyed, you're embarrassed, and the payment is two weeks late.

Then there's the 1099 problem. January rolls around and you realize you never collected a W-9. You send one now. The contractor has to dig up their details. By the time they file, the deadline is close and the stress is unnecessary.

A proper payment onboarding process takes 10 minutes at the start of any working relationship and eliminates these problems entirely.

What you'll need from your Security Companies

Field	Why it matters	Protection
Business legal name	For contracts and 1099	AES-256 encrypted
EIN	Security firms bill through licensed LLCs	AES-256 encrypted
Bank routing and account	Monthly ACH	AES-256 encrypted
License number	Security contractor state license	AES-256 encrypted
Invoice date	Same day each month	AES-256 encrypted

Onboard Your Next Contractor in Minutes — Not Days

Set up payment details securely from day one. No credit card required.

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Common questions

When should I send the payment request?

As early as possible — ideally alongside the contract or project brief, before any work begins. Early setup means no payment delays when the first invoice arrives.

What if the payee is international?

Garded handles international payees as well. Collect their IBAN, SWIFT code, and banking details through the same secure process — and confirm your payment method supports international transfers.

Do I need to onboard again if they change banks?

Send a new Garded request and they can update their details. The old profile is archived and the new one is active. The whole process takes under two minutes.