Skip to content
Contact us
  • There are no suggestions because the search field is empty.

Loanout Onboarding Status User Guide | Roll Credits Help Center

Loanout Onboarding Status User Guide

Written by Chase Gladish

🧾 Loanout Onboarding Status User Guide

This guide explains how Roll Credits assigns and manages statuses for loanout companies (LLCs and loan-out corporations) during onboarding, and what each status means for your production's verification workflow.

📌 Overview

When a loanout company is onboarded in Roll Credits, the platform automatically assigns a status to help your team track the verification process. These statuses help ensure that each loanout is reviewed, compliant, and approved before payment is processed.

🔄 Loanout Status Types

Each loanout company in Roll Credits can fall into one of the following statuses:

Tables can't be imported directly. Please insert an image of your table which can be found here.

Status

Description

NEEDS_REVIEW

Default status for new loanouts. Documents (e.g. Articles of Incorporation) need to be manually verified.

W9

The company’s W-9 has been reviewed and approved.

APPROVED

All required documentation has been reviewed and approved. Loanout is ready for payment processing.

REJECTED

Documentation contains errors or is incomplete. Revisions are needed before proceeding.

⚙️ How Status Is Assigned

When a loanout company is added:

  • If it includes an employee ID, the system sets the status to W9 (W9_COMPLETE).

  • If it does not include an employee ID, the status is set to NEEDS_REVIEW.

If it includes an employee ID, the system sets the status to W9 (W9_COMPLETE).

If it does not include an employee ID, the status is set to NEEDS_REVIEW.

This ensures that any loanout without employee records undergoes proper vetting.

🔁 Status Workflow

The typical onboarding flow for a loanout company looks like this:

  1. Loanout submits documentation

  2. System assigns status:

    • W9 if employee ID is present

    • NEEDS_REVIEW if not

  3. Production team reviews documentation

  4. Status is updated:

    • APPROVED if everything is verified

    • REJECTED if there are issues

Loanout submits documentation

System assigns status:

  • W9 if employee ID is present

    • W9 if employee ID is present

  • NEEDS_REVIEW if not

    • NEEDS_REVIEW if not

    Production team reviews documentation

    Status is updated:

    • APPROVED if everything is verified

      • APPROVED if everything is verified

    • REJECTED if there are issues

      • REJECTED if there are issues

      🔍 Reviewing Loanout Documentation

      To review and update loanout statuses:

      1. Go to the Payroll Dashboard

      2. Select the Loanouts tab

      3. Filter by Status → NEEDS_REVIEW

      4. Open each loanout’s profile and check:

        • Articles of incorporation

        • W9 form

        • Supporting documents

      Go to the Payroll Dashboard

      Select the Loanouts tab

      Filter by Status → NEEDS_REVIEW

      Open each loanout’s profile and check:

      • Articles of incorporation

        • Articles of incorporation

      • W9 form

        • W9 form

      • Supporting documents

        • Supporting documents

        Update the status:

        • ✅ If complete: Change to W9 or APPROVED

        • ❌ If incomplete or incorrect: Change to REJECTED and add feedback for corrections

        ✅ If complete: Change to W9 or APPROVED

        ❌ If incomplete or incorrect: Change to REJECTED and add feedback for corrections

        📑 Why Verification Matters

        Proper loanout documentation review is critical for:

        • ✅ Tax compliance

        • ✅ Legal and audit readiness

        • ✅ Accurate and timely payment processing

        • ✅ Protecting your production from liability

        ✅ Tax compliance

        ✅ Legal and audit readiness

        ✅ Accurate and timely payment processing

        ✅ Protecting your production from liability

        Always thoroughly verify all documentation before approving a loanout for payment.

        🔗 Related Features

        • [State-Specific Payroll Requirements]

        • [Payroll Invoices Guide]

        [State-Specific Payroll Requirements]

        [Payroll Invoices Guide]

        💬 Need Help?

        For questions about loanout onboarding or verification workflows, reach out to our support team:
        📧 help@rollcredits.io

        Absolutely! Here’s a clear and concise Loanout Onboarding Status FAQ, based on your guide. This format is ideal for your help center, internal documentation, or onboarding support.

        ❓ Loanout Onboarding – FAQ

        1. What is a loanout company in Roll Credits?

        A loanout is a company (LLC or loan-out corporation) through which an individual is paid for their services. Roll Credits supports onboarding and verification for these entities to ensure legal and tax compliance before payment.

        2. How does Roll Credits track the onboarding status of loanouts?

        Loanouts are automatically assigned a status when they’re added to the system. This status reflects the progress of their document verification and payment readiness.

        3. What are the different loanout statuses and what do they mean?

        Tables can't be imported directly. Please insert an image of your table which can be found here.

        Status

        Meaning

        NEEDS_REVIEW

        Default status for new loanouts. Documentation must be manually reviewed.

        W9

        W9 has been verified and approved.

        APPROVED

        All documentation is complete. Loanout is cleared for payment.

        REJECTED

        Documents are incomplete or incorrect. Requires correction before approval.

        4. When is a loanout automatically marked as W9 status?

        If the loanout includes an associated employee ID during onboarding, the system assigns it a W9 (W9_COMPLETE) status automatically.

        5. What happens if a loanout doesn’t have an employee ID?

        If no employee ID is linked, the loanout will default to NEEDS_REVIEW, requiring your production team to manually review and verify submitted documentation.

        6. What is the typical workflow for loanout onboarding?

        1. Loanout company submits required documentation

        2. System assigns status (W9 or NEEDS_REVIEW)

        3. Production team reviews documentation

        4. Status is updated to APPROVED or REJECTED based on the review

        Loanout company submits required documentation

        System assigns status (W9 or NEEDS_REVIEW)

        Production team reviews documentation

        Status is updated to APPROVED or REJECTED based on the review

        7. How do I review and update loanout statuses?

        1. Go to the Payroll Dashboard

        2. Select the Loanouts tab

        3. Filter by Status: NEEDS_REVIEW

        4. Open each loanout profile to review their documents

        5. Update the status to:

          • W9 or APPROVED if verified

          • REJECTED if incomplete or incorrect

        Go to the Payroll Dashboard

        Select the Loanouts tab

        Filter by Status: NEEDS_REVIEW

        Open each loanout profile to review their documents

        Update the status to:

        • W9 or APPROVED if verified

          • W9 or APPROVED if verified

        • REJECTED if incomplete or incorrect

          • REJECTED if incomplete or incorrect

          8. Why is proper loanout verification important?

          Thorough review ensures:

          • ✅ Tax compliance

          • ✅ Accurate and timely payment

          • ✅ Protection from audit or legal issues

          ✅ Tax compliance

          ✅ Accurate and timely payment

          ✅ Protection from audit or legal issues

          9. Can I approve a loanout without verifying documents?

          No. Loanouts must have all required documents verified before being set to APPROVED. This helps ensure compliance and prevents payment delays.

          10. Who can I contact for help with loanout onboarding?

          If you have questions or need support, email us at:
          📧 help@rollcredits.io