Vendor onboarding checklist and supplier record template
A supplier is only as safe to use as the record behind them. Use this checklist to onboard vendors consistently, and the template to define what every supplier record should hold.
1. Collect the basics
- Legal name, registered address, and the entity type of the supplier.
- Primary contact, finance contact, and an escalation contact.
- Company registration and tax identification numbers.
- The categories of goods or services the supplier will provide.
2. Gather documents
- Registration and tax certificates, with expiry dates recorded.
- Bank account details, confirmed on company letterhead or a cancelled cheque equivalent.
- Category-specific licences, quality certifications, or insurance cover.
- Signed terms, code-of-conduct, or confidentiality agreements where required.
3. Run the checks
- Verify identity and registration details against the documents provided.
- Confirm bank details through a second channel before the first payment.
- Screen for conflicts of interest and any internal blocklist.
- Assess category-specific risk, such as financial stability or single-source dependence.
4. Approve and activate
- Route the application to a named approver for the category.
- Record the approval, the approver, and the date on the supplier record.
- Activate the supplier only for the categories they were approved for.
- Tell the supplier what happens next and who their contact is.
5. Keep the record current
- Set reminders ahead of document expiry dates.
- Schedule a periodic review of active suppliers.
- Track delivery, quality, and responsiveness against what was agreed.
- Deactivate suppliers that have been dormant or no longer meet requirements.
Supplier record template
Copy this table into a spreadsheet and keep one row set per supplier. Fill in the source document, the owner responsible for it, and a review date, so expiring items are visible before they lapse.
| Field | Required? | Source / document | Owner | Review date |
|---|---|---|---|---|
| Legal entity name | ||||
| Registered address | ||||
| Tax identification number | ||||
| Registration certificate | ||||
| Bank account details | ||||
| Primary and finance contacts | ||||
| Categories supplied | ||||
| Quality / compliance certificates | ||||
| Insurance cover | ||||
| Approval and approver |
Frequently asked questions
What documents are needed for vendor onboarding?
Typically company registration and tax details, bank account information, and any certificates or licences relevant to the category. The exact list depends on your industry, the value of the relationship, and your internal policy.
Why verify bank details separately?
Payment fraud often starts with a changed or false bank account. Confirming bank details through a second channel before the first payment, and again after any change, is a low-cost control.
How often should supplier records be reviewed?
At minimum when documents expire, and periodically for active suppliers, with higher-value or higher-risk suppliers reviewed more often.
Onboard and track suppliers in one record
Krayuv's onboarding wizard, self-application portal, and scorecards keep supplier details, documents, and performance in a single record.