Vendor Onboarding Form & Generator
Collect a new supplier's company, tax, banking, and compliance details in one form, watch it build in real time with sensitive fields masked, and download it as a PDF or Excel file. Everything stays in your browser.
Free vendor onboarding form template
A vendor onboarding form (or supplier onboarding form) is how a buyer collects everything needed to set up and pay a new supplier, company and legal details, tax identification, banking and payment information, and compliance documents. Use the generator above to build a complete vendor onboarding form in your browser, with sensitive fields masked, then download it as a PDF or Excel file, or grab a blank vendor onboarding template for vendors to complete. No spreadsheets to wrangle and no software to install.
What to include in a vendor onboarding form
- Company & legal, legal name, entity type, registration number, country
- Registered and operating / remittance addresses
- Primary and AR / billing contacts
- Tax ID and tax form (W-9, W-8, VAT, GST)
- Banking & payment details, method, bank, account, routing / SWIFT / IBAN
- Goods or services, commercial terms, insurance and certifications
- References, declarations, and an authorized signatory
How to onboard a new vendor
- Enter the vendor's company, contact, and address details.
- Add tax and banking information, sensitive fields are masked in the preview.
- Add compliance documents, references, and the required consent and signatory.
- Check the readiness indicator, then download the form as a PDF or Excel file.
Vendor onboarding form FAQs
What is a vendor onboarding form?
A vendor onboarding form (also called a supplier onboarding or new vendor form) is the document a buyer uses to collect everything they need to set up and pay a new supplier, company and legal details, tax identification, banking and payment information, and compliance documents such as insurance and certifications.
What information should a vendor onboarding form collect?
A complete vendor onboarding form collects the legal business name and entity type, registration number, registered and remittance addresses, a primary contact, tax ID and tax form (W-9 or W-8), banking and payment details, the goods or services provided, commercial terms, insurance and certifications, references, and signed declarations and consent.
Is my banking and tax data safe in this tool?
Yes. The whole form runs in your browser, nothing you type is sent to or stored on our servers. Sensitive fields like the bank account number and tax ID are masked in the live preview, and the document is generated locally as a PDF or Excel file that you download and share securely.
Can I download the vendor onboarding form as Excel or PDF?
Yes. You can download the completed vendor onboarding form as a PDF or as an Excel (.xls) file, and you can also download a blank template for vendors to fill out and return.
What is the onboarding readiness indicator?
As you fill the form, a readiness indicator flags whether key items are present, the tax form, bank verification, insurance, references, and consent, and shows green, amber, or red. It is a simple completeness check; Blackbee’s Trust Agent goes further with continuous, automated vendor risk scoring beyond intake.
Is this vendor onboarding form template free?
Yes, the vendor onboarding form template and generator are free to use. Enter your email to unlock the download and we will occasionally share other finance and procurement templates and tools.
Onboarding vendors one form at a time?
Blackbee's Trust & Intake Agents capture vendor details, verify tax and banking, screen against sanctions and fraud signals, and score risk continuously, not just at intake. See it run on your own vendor base.