Vendor Onboarding Checklist
Make a vendor onboarding checklist for a new supplier: documents, checks, finance setup, kickoff and a first review, with an owner for each stage.
- Free
- No sign-up to try
- Works as you type
5 stages, 21 steps
1. Documents
- Collect the company's registered name, number and addresses
- File the signed contract or agreed terms
- Collect bank details and confirm them by phone on a number you already trust
- Collect the tax forms your finance team requires
- Get proof of insurance if the work calls for it
2. Checks
- Check references or examples of past work
- Run a security review if they will handle your data or systems
- Confirm they meet your supplier policies
- Record who approved the vendor and when
3. Setup
- Create the vendor in your finance system
- Agree payment terms and where invoices go
- Set purchase order rules if you use them
- Share your contacts: buyer, accounts payable and day-to-day
4. Kickoff
- Agree scope, service levels and how performance is measured
- Give them the access they need and nothing more
- Set the review rhythm and the escalation path
- Put the contract end and renewal notice dates in the calendar
5. First review
- Review delivery against the agreed service levels
- Check invoices match what was agreed
- Ask the people who work with them for feedback
- Agree any changes and the next review date
Free, no sign-up to try. Your checklist becomes a Room you can edit, publish and share.
How it works
How the Vendor Onboarding Checklist works
- 1
Pick the stages
Keep the stages you need and name an owner for each.
- 2
Add your own steps
Add steps specific to your team or product.
- 3
Share the checklist
Create a Room everyone ticks off together from one link.
Worked example
What it makes
1. Documents
You have everything you need to work with and pay them.
- Collect the company's registered name, number and addresses
- File the signed contract or agreed terms
- Collect bank details and confirm them by phone on a number you already trust
- Collect the tax forms your finance team requires
- Get proof of insurance if the work calls for it
2. Checks
The supplier is who they say they are and fit to use.
- Check references or examples of past work
- Run a security review if they will handle your data or systems
- Confirm they meet your supplier policies
- Record who approved the vendor and when
3. Setup
They can send invoices and get paid without chasing.
- Create the vendor in your finance system
- Agree payment terms and where invoices go
- Set purchase order rules if you use them
- Share your contacts: buyer, accounts payable and day-to-day
4. Kickoff
Both sides know what good service looks like.
- Agree scope, service levels and how performance is measured
- Give them the access they need and nothing more
- Set the review rhythm and the escalation path
- Put the contract end and renewal notice dates in the calendar
5. First review
Check the relationship is working before it becomes routine.
- Review delivery against the agreed service levels
- Check invoices match what was agreed
- Ask the people who work with them for feedback
- Agree any changes and the next review date
Who it's for
Who uses it
Procurement
Onboard every supplier the same way.
Finance teams
Verify bank details before the first payment.
Operations leads
Agree service levels before the work starts.
Good to know
What to consider
- Your finance and legal teams decide which documents and tax forms are required.
- Run the security review checklist too if the vendor will handle your data.
Questions
About the Vendor Onboarding Checklist
Why confirm bank details by phone?
Fake invoices and changed bank details are a common fraud. Calling a number you already trust, not one in the email, catches most of them.
Where do the steps come from?
From a step library written and reviewed by people, not generated per visitor. Pick the stages you need, name an owner for each and add your own steps.
Make your checklist now
Free, no sign-up to try. It becomes a Room you can edit, publish and share.
Create my checklistRelated
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