Vendor Onboarding Form Template

About this vendor onboarding form template

Use this vendor onboarding form template after a supplier, contractor, or service provider has been approved and you are ready to set them up in your organization.

It gives procurement, finance, operations, and other teams one place to collect the vendor details they need, including business information, contacts, invoicing and tax details, supporting documents, and any requirements that must be completed before work begins.

You can use the template for suppliers, agencies, consultants, contractors, software providers, and other external partners. Every field can be changed, removed, or made conditional to match your own vendor onboarding process.

What this vendor onboarding form includes

The template is organized around the information teams commonly need to create and approve a new vendor record.

Business details

Legal business name
Trading name or DBA
Business address and country
Business or entity type
Company registration number
Website
Products or services provided

Vendor contacts

Primary contact
Email address and phone number
Billing or accounts receivable contact
Contract or account contact, if different
Internal employee or department working with the vendor

Tax, invoicing, and payment details

Tax registration information
Required tax forms or documents
Billing address
Invoice email address
Preferred payment method
Payment terms or purchase order requirements

If sensitive banking information needs to be submitted through a separate finance or procurement system, leave it out of the form and tell vendors where to provide it instead.

Documents and compliance

Depending on the vendor, you may also collect:

Tax documents
Certificates of insurance
Business or professional licenses
Certifications
Supplier policy acknowledgments
Contract or agreement references

Add a file upload field when vendors need to attach documents directly to their response.

Customize onboarding by vendor type

Not every supplier needs to complete the same set of questions.

Use conditional logic to keep the basic business and contact fields consistent while showing additional sections only when they apply.

For example:

Ask for insurance documents only from vendors that require them.
Show country-specific tax questions based on where the supplier is registered.
Ask about system or data access only when the vendor will have access to your systems or information.

This keeps the form shorter for straightforward vendors while still giving your team the information needed for more complex onboarding.

Make the handoff easier for your team

Before publishing the form, decide what should happen once a vendor submits it.

A complete response might give your team what it needs to:

Create the vendor record
Verify tax or insurance documents
Set up invoicing and payment
Complete an internal compliance review
Assign the vendor to the right team or owner
Confirm that onboarding is complete

Responses appear in your response table, where submitted details and documents can be reviewed together. You can also export responses when you need a spreadsheet or separate record.

If vendor information needs to flow into another system, connect the form to Airtable, Notion, Zapier, or Make. For example, a submission can create a new vendor record, add an onboarding task, or pass the response into a procurement or finance workflow.

Add a send email block to automatically confirm that the onboarding form was received and explain what happens next. If submitting the form does not mean the vendor is fully approved to begin work, make that clear in the message.

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Vendor onboarding form template FAQs

What is a vendor onboarding form?

A vendor onboarding form collects the information needed to set up a new supplier or service provider after they have been approved. It can cover business details, contacts, tax and invoicing information, required documents, and other information needed before the vendor becomes active.

What should be included in a vendor onboarding form?

Most vendor onboarding forms include the vendor’s legal business name, address, primary contact, billing contact, products or services provided, tax information, invoicing details, payment preferences, and required documents.

Additional fields may be needed for insurance, licenses, certifications, security, or other requirements that apply to specific vendor types.

What is the difference between vendor onboarding and a vendor application?

A vendor application is used while you are still evaluating whether to work with a supplier. Vendor onboarding comes after approval and focuses on collecting the information needed to set the vendor up for purchasing, invoicing, payment, and internal requirements.

Can vendors upload tax forms and other documents?

Yes. Add a file upload field for tax forms, insurance certificates, licenses, certifications, signed policies, or other documents required during onboarding.

Can different vendors see different onboarding questions?

Yes. Use conditional logic to show different questions based on vendor type, country, services provided, insurance requirements, or other answers.

Is this vendor onboarding form template free?

Yes. The template is free to use, and you can collect unlimited vendor onboarding responses on the free plan.