NetPad
NetPad

Onboard Vendors Once, Pay Them Forever

Vendor Registration Form

Collect company details, tax information, banking credentials, and compliance certifications in one comprehensive form—no more chasing paperwork.

Advanced
Traditional Form
~15 min to complete
31 fields
About This Template

Onboarding a new vendor shouldn't take weeks of email tag. Procurement teams chase W-9s, banking forms, and certifications across multiple touchpoints. Critical documents get lost, payments get delayed, and compliance gaps create audit risks.

This template captures everything procurement needs in one submission: legal entity details, Tax ID, banking information for ACH payments, diversity certifications for supplier diversity reporting, and business references. Section headers guide vendors through the process clearly.

New vendors submit complete packages on the first try. Procurement reviews and approves faster. Finance sets up payment accounts without follow-up. Compliance tracks certifications automatically. Your approved vendor list stays current and audit-ready.

Key Features
  • Company and tax information
  • Banking details for payments
  • Certifications and compliance
  • Reference collection
Use Cases
🏢
Enterprise Procurement
Enterprise / Corporate

Your procurement team manages 500+ active vendors across categories. New vendor setup takes 2-3 weeks of back-and-forth for missing documents.

Pain point: Incomplete submissions delay first payments; vendors get frustrated and escalate to executives.

Key fields:
Legal Company Name
Tax ID / EIN
Bank Name
Routing Number
Account Number
A Fortune 500 company onboarding 50+ new vendors annually across all business units.
🌈
Supplier Diversity Programs
Government / Corporate

You have supplier diversity goals and need to track MBE, WBE, and veteran-owned certifications. Manual tracking in spreadsheets is error-prone.

Pain point: Diversity spend reporting is inaccurate because certification data is incomplete or outdated.

Key fields:
Certifications
Business Type
Years in Business
Categories
A company with $10M+ in annual supplier diversity spend and quarterly reporting requirements.
👤
Contractor & Freelancer Setup
Professional Services

Your agency engages dozens of freelancers and contractors annually. Each needs tax forms and payment details before starting work.

Pain point: 1099 contractors can't get paid until W-9 and banking info are on file; projects start late.

Key fields:
Tax ID / EIN
Business Type
Bank Name
Contact Email
A marketing agency working with 100+ freelance contractors annually.
🔧
Manufacturing Supply Chain
Manufacturing

Your supply chain includes raw material suppliers, component vendors, and logistics partners. Each requires qualification before approved vendor list inclusion.

Pain point: Unqualified suppliers cause quality issues; compliance certifications (ISO, SOC 2) aren't tracked systematically.

Key fields:
Certifications
Products/Services Offered
Years in Business
DUNS Number
A manufacturer with 200+ suppliers requiring annual requalification.
Form Fields (31)
layout (6)
string (13)
Address (1)
Phone (4)
URL (1)
Email (1)
Dropdown (1)
Number (1)
multiselect (2)
Long Text (1)
layout

Company Information

string

Legal Company Name

Required
string

DBA / Trade Name

If different from legal name
Address

Business Address

Required
Phone

Main Phone

(555) 123-4567
Required
string

Fax Number

URL

Company Website

https://...
layout

Primary Contact

string

Contact Name

Required
string

Title

Email

Email

your@email.com
Required
Phone

Direct Phone

(555) 123-4567
layout

Business Details

Dropdown

Business Type

Select business type...
Required
Number

Years in Business

Required
string

Tax ID / EIN

Required
string

DUNS Number

multiselect

Certifications (select all that apply)

layout

Products/Services

Long Text

Products/Services Offered

Describe the products or services you provide...
Required
multiselect

Categories

layout

Banking Information

string

Bank Name

Required
string

Account Name

string

Routing Number

string

Account Number

layout

References

string

Reference 1 - Company Name

Phone

Reference 1 - Phone

(555) 123-4567
string

Reference 2 - Company Name

Phone

Reference 2 - Phone

(555) 123-4567
Customization Tips
Add W-9 Document Upload
easy

Include a file upload field for vendors to attach their W-9 or W-8BEN. Essential for tax compliance and 1099 reporting.

Add: file
Include Insurance Requirements
medium

Add fields for insurance policy numbers, coverage amounts, and certificate upload. Critical for risk management.

Add: file
Add Approval Workflow
advanced

Build a multi-step approval workflow: Procurement reviews → Finance verifies banking → Compliance checks certifications → Final approval.

Enable Annual Recertification
medium

Set up a workflow that requests updated certifications and insurance annually. Keeps your vendor database compliant.

Add Payment Terms Selection
easy

Let vendors indicate their preferred payment terms (Net 30, Net 60, etc.) to streamline contract negotiations.

Add: select
Suggested Workflows
Send Registration Receipt
Trigger: On form submission

Confirm registration submission with expected approval timeline and next steps.

Professional vendor experience
Sets expectations
Multi-Step Approval Chain
Trigger: On form submission

Route to Procurement for business review, then Finance for banking verification, then Compliance for certification check.

Clear accountability
Audit trail
Create Vendor in ERP
Trigger: On approval status = approved

On approval, automatically create vendor master record in SAP, Oracle, or NetSuite with all captured data.

Zero manual data entry
Faster first payment
Annual Recertification Reminder
Trigger: Scheduled based on certification expiry dates

Send reminder emails 60, 30, and 7 days before certifications expire. Include link to update form.

Maintained compliance
No surprise lapses
Developer Notes
Schema Highlights

  • Banking fields stored separately (not embedded) for PCI-adjacent security considerations

  • Certifications as array enables $in queries for diversity reporting

  • Tax ID stored with validation pattern for EIN format (XX-XXXXXXX)

Integration Hints

  • Webhook to ERP (SAP, Oracle, NetSuite) vendor master API on approval

  • POST to accounts payable system to set up ACH payment credentials

  • Connect to D&B API to verify DUNS number and pull company profile data

MongoDB Considerations

  • Index on {certifications: 1} for supplier diversity reporting queries

  • Index on {categories: 1} for category-based vendor searches

  • Consider encrypting banking fields at rest for sensitive data protection

Tags
vendor
supplier
procurement
onboarding
Get Started

Create a new app from this template. You can customize all fields, add your branding, and publish in minutes.

Complexity

Advanced

Form Type

Form

Est. Completion

~15 min

Total Fields

31

Category

Business & Sales

Export & View
Template JSON
Sample Data (5 records)
Related Templates

Contact Form

Simple contact form for website inquiries

Lead Capture Form

Capture and qualify potential customers

Quote Request Form

Request a custom quote for products or services

Demo Request Form

Schedule a product demonstration
View All Business & Sales Templates
Back to All Templates