Procurement teams
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Tax ID or EIN” in particular and adapt it to the detail you need.
Vendor Onboarding Form Template
Standardize how new vendors enter your system. This vendor onboarding form collects company details, tax identification, vendor type, payment preferences, and document checklist status — giving your procurement team a complete, consistent intake record for every new supplier or contractor.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
About this template
A vendor onboarding form creates a structured, auditable intake record for every new supplier, contractor, or service provider your organization works with. Without a formal onboarding process, vendor information ends up scattered across emails, spreadsheets, and paper files — making it difficult to verify compliance, issue payments accurately, or produce vendor lists for audit purposes.
More about this template
The documents submitted checklist is the operational heart of this form. Most organizations require a W-9 for tax reporting, a certificate of insurance for liability protection, and a signed contract before any payment is issued. Having vendors self-report which documents they're submitting creates a natural follow-up list — any unchecked items in the checklist become procurement's action items before the vendor can be activated.
formformform makes this form easy to share via email during vendor setup conversations, embed on a procurement portal, or link from a vendor welcome email. Every submission arrives in your dashboard with all tax, contact, and documentation status visible at a glance — ready to export into your ERP or accounts payable system for formal vendor record creation.
11 fields to make your own9 required in this starting form
Make it fit your workflow.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
The questions, explained
Fields in this template
Review the starting questions and choices. You can change them in your own copy.
Company Name
Acme Supplies Inc.
Primary Contact Name
Jane Smith
Email Address
jane@acmesupplies.com
Phone Number
(555) 123-4567
Business Address
123 Commerce Ave, Chicago, IL 60601
Tax ID or EIN
XX-XXXXXXX
Vendor Type
7 choices
- Supplier / Product Vendor
- Contractor
- Service Provider
- Consultant
- Staffing Agency
- Logistics / Freight
- Other
Bank Name for ACH Payments (if applicable)
e.g. Chase Bank
Payment Terms Requested
e.g. Net 30, Net 60, 2/10 Net 30
Documents Submitted
5 choices
- W-9 Form
- Certificate of Insurance
- Signed Contract or Agreement
- Banking Information for ACH
- Business License
Products or Services Provided
Describe the products or services your company will provide, including any relevant specializations or certifications.
Where it fits
Who uses this template
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Accounts payable departments
Collect the details needed to review a request consistently and identify missing information before the next step. Review “Vendor Type” in particular and adapt it to the detail you need.
Operations managers
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Payment Terms Requested” in particular and adapt it to the detail you need.
Small business owners
Collects DUNS number, NAICS codes, SAM.gov registration status, and small business certification so the agency's contracting officer can verify eligibility and set up the vendor in the procurement system.
Government agencies
Get a useful brief before the first conversation. Written context helps you assess fit, prepare questions and decide what to discuss next. Review “Products or Services Provided” in particular and adapt it to the detail you need.
Nonprofits managing contractors
Give people a straightforward way to get involved, while collecting the context needed to coordinate the work and follow up. Review “Tax ID or EIN” in particular and adapt it to the detail you need.
Property management companies
Gathers trade specialty, licensing and bonding status, and after-hours emergency availability so the property management team can add the vendor to the approved maintenance roster.
What's included
Tax ID and EIN field for compliance and payment processing
Vendor type dropdown for system classification and routing
Payment terms field to document agreements before first invoice
Document submission checklist to track W-9, insurance, and contract status
ACH bank name field to initiate electronic payment setup
Products and services description to inform internal stakeholders
How to create a vendor onboarding form
- 1
Click 'Use this template' to open the vendor onboarding form in the editor.
- 2
Add fields for business entity type — LLC, corporation, sole proprietor — if your accounts payable process requires this for tax reporting.
- 3
Include a diversity certification dropdown if your organization tracks supplier diversity — MWBE, WOSB, veteran-owned — for compliance reporting.
- 4
Set the notification email to your procurement coordinator or AP manager.
- 5
Send the form link to new vendors during the contracting process, before the first purchase order is issued.
- 6
Export submissions weekly to create formal vendor records in your ERP or accounting system.
Best practices for your vendor onboarding form
Collect the W-9 before first payment
never process a payment without a W-9 on file. The documents checklist field creates a structured reminder, but verify receipt separately.
Verify insurance certificate dates
certificates of insurance expire. Add a field for insurance expiry date and create a calendar reminder to request renewals before expiry.
Match payment terms to your AP system
if your ERP only supports Net 30 and Net 60, limit the payment terms field to those options rather than accepting arbitrary terms.
Don't store sensitive banking details in the form
the bank name field is for routing setup reference only. Collect actual account and routing numbers through a secure, dedicated channel.
Build a vendor activation checklist
a vendor should only be activated in your AP system after all required documents are confirmed received, not just self-reported as submitted.
Review vendor information annually
company names, contacts, tax IDs, and insurance coverage change. Send returning vendors a link to update their information each year.
11 form ideas you can build with this template
Construction Subcontractor Onboarding Form
Collects contractor license number, bond amount, workers' compensation coverage, and trade specialty so the general contractor can verify compliance before issuing a subcontract.
Restaurant Food Supplier Onboarding Form
Gathers food safety certification, delivery frequency, and minimum order requirements so the purchasing manager can determine whether the supplier meets operational needs.
Technology Software Vendor Onboarding Form
Records SaaS security certifications — SOC 2, ISO 27001 — data processing agreements, and support SLA terms so the IT and legal teams can complete vendor risk assessment.
Healthcare Supplier Onboarding Form
Captures FDA registration status, product category, and whether the vendor supplies medical devices or consumables so the supply chain team can apply the appropriate compliance requirements.
Government Contractor Onboarding Form
Collects DUNS number, NAICS codes, SAM.gov registration status, and small business certification so the agency's contracting officer can verify eligibility and set up the vendor in the procurement system.
Event Production Vendor Onboarding Form
Gathers AV or catering specialty, insurance coverage per event, and preferred payment schedule so the event operations team can contract vendors consistently across multiple events.
Retail Private Label Supplier Onboarding Form
Records factory address, production capacity, lead times, and quality certifications so the merchandising team can evaluate supplier fit before issuing an initial purchase order.
Nonprofit Grant-Funded Subrecipient Form
Collects DUNS, indirect cost rate, and fiscal year so the grants management team can verify eligibility and set up appropriate monitoring and reporting requirements.
Commercial Real Estate Maintenance Vendor Form
Gathers trade specialty, licensing and bonding status, and after-hours emergency availability so the property management team can add the vendor to the approved maintenance roster.
Marketing Agency Vendor Onboarding Form
Records agency specialization — paid media, SEO, creative — current client conflicts, and reporting cadence preference so the marketing director can assess fit before contracting.
Staffing Agency Onboarding Form
Collects placement fee structure, candidate screening methodology, and industries served so the HR director can compare agencies and negotiate terms based on standardized information.
Frequently asked questions
Is it safe to collect Tax ID or EIN through an online form?
formformform serves all forms over HTTPS and stores data securely. However, for highly sensitive compliance data, consider directing vendors to submit their W-9 via a dedicated secure document portal and using this form for non-sensitive onboarding information only.
Can I require document uploads alongside this form?
Rather than just checking off which documents were sent, vendors can attach them: add an Upload field for each one you require — a W-9, an insurance certificate — so the files arrive with the rest of the onboarding submission. A single-document PDF fits easily under the 2 MB cap; a multi-page insurance packet might not, so keep the Documents Submitted checklist as a way for vendors to flag anything too large that they're sending by email instead.
How do I connect vendor submissions to my accounting or ERP system?
Use Zapier or Make to connect formformform submissions to QuickBooks, NetSuite, SAP, or your vendor management system. Trigger a new vendor record creation when a form is submitted.
Can I create different onboarding forms for different vendor types?
Yes. Create separate forms for product suppliers, contractors, and consultants — each with fields specific to that vendor category. Share the relevant form link based on the type of vendor being onboarded.
What is the difference between vendor registration and vendor onboarding?
Vendor registration is typically an expression of interest or directory listing. Vendor onboarding is the formal process of setting up a vendor to receive purchase orders and payments. This template is designed for the full onboarding process.
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