PEO Document Collection

Census files, payroll exports, loss runs, prior carrier invoices, benefit summaries — the documents a PEO needs to quote, collected once, validated, and securely shared.

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Document types in a typical PEO submission

60%

Of stalled deals trace back to missing documents

< 48 hrs

Median collection time with guided workflow

What documents a PEO actually needs

The exact list varies by vendor, but every preferred vendor will ask for some version of:

Employee census — name, DOB, ZIP, gender, salary, status, hire date, dependents.
Payroll register — most recent 941, year-to-date wage detail.
Prior medical coverage — current carrier, plan, premium, contributions, enrollment.
Workers' comp loss runs — typically 3–5 years, valued within the last 90 days.
Prior workers' comp policy — declarations page, class codes, experience modifier.
Benefit summaries — SBCs for current medical, dental, vision.
Entity documentation — EIN letter, organizational chart for multi-entity employers.

Why manual collection stalls deals

Small business owners are stretched thin. When the sales process hands them a list of 7+ documents to retrieve from 4+ different systems, deals slow to a crawl — or stall entirely. The pattern is consistent: prospects go dark, reps spend their week chasing paper instead of new prospects, and new reps take months to ramp because the workflow lives in someone's head.

Can't I just collect documents over email?

You can, but email is the single largest source of PEO sales friction. It's insecure for census and payroll data, it loses version history, and there's no audit trail of who provided what when. Purpose-built collection replaces the email thread with a guided portal.

What about the security of payroll and census data?

Census files contain SSNs and DOBs; payroll exports contain wage detail. PEO document collection software should be HIPAA-aware, SOC 2 audited, and encrypted at rest and in transit. Entravia's infrastructure is built to HIPAA and SOC 2 standards — encrypted, role-scoped, and audit-logged — with independent attestation in progress through a new compliance partner.

How long should collection take?

With a guided workflow, a typical SMB can complete intake in under two business days. Multi-entity employers and groups with prior workers' comp claims may take longer because loss runs need to be ordered from the prior carrier. The bottleneck is almost always the carrier, not the buyer.

What "good" looks like

Guided checklist with status per document, not a list of email asks.
Validation on upload — wrong document type rejected before it gets filed.
AI structuring that turns the PDFs into fields a PEO can underwrite without re-keying.
Audit trail — who uploaded what, when, and which versions reached which vendor.
Buyer-friendly UX — your prospect should never see the words "API," "schema," or "underwriting."

Entravia's collection workflow is covered end-to-end in How It Works. To see how a structured intake delivers a quote-ready submission, read Quote-Ready Submissions.

Trusted by operators across the PEO ecosystem

Ready when you are

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