Entity verification
Certified formation document or state filing showing legal name and registration. Include jurisdiction and filing number to allow counterparty confirmation.
A consistent packet reduces back-and-forth, shortens onboarding cycles, and centralizes verification for audits or regulatory checks. It also lowers errors from manual entry and provides a uniform format that legal, finance, and procurement teams can rely on when authorizing relationships or disbursing payments.
Common requesters include procurement teams, accounts payable, compliance officers, and contracting managers.
Use the packet as a single source of truth for relationship onboarding and periodic attestations.
An officer (CEO, CFO, COO) or other individual explicitly authorized in organizational records to bind the business. Provide a title and attach a corporate resolution or formation record to confirm signing authority.
An employee or agent with delegated signing authority (procurement manager, controller). Attach evidence of delegation, such as a board resolution or an executed power of attorney if required by the counterparty.
| Field | Configuration |
|---|---|
| Required fields | Mark legal name, EIN, signer as mandatory |
| Conditional fields | Show banking only when payment method is ACH |
| Signer order | Enforce sequential approvals where needed |
| Retention | Save completed packet to secure archive |
Choose a platform that supports secure upload, audit trails, and required authentication for your use case.
Confirm the platform meets regulatory needs (HIPAA BAA, 21 CFR Part 11) and preserves an audit trail for each submission.
Certified formation document or state filing showing legal name and registration. Include jurisdiction and filing number to allow counterparty confirmation.
Completed W-9 or equivalent with correct EIN/TIN and taxpayer classification to prevent backup withholding and speed payments.
Corporate resolution, officer certificate, or delegated authority document that demonstrates the signer has legal power to bind the organization.
Bank account and routing details with a voided check or bank letter for ACH verification and to reduce payment return risk.
Certificate of insurance and policy numbers plus attestations for required coverage limits relevant to the relationship.
Licenses, professional registrations, W-8 forms for non-U.S. payees, and any product-specific attestations required by the requester.
Allow two to four weeks for full verification and approvals in enterprise procurement.
Plan for bank verification delays; ACH enrollments can take 3–10 business days.
W-9s should be provided before first payment to avoid backup withholding.
Provide updated certificates at least 30 days before policy expiration.
Review and re-attest annually or on material changes to ownership.
A procurement team sends a packet to a new supplier to collect tax and banking data.
A hospital requires vendor insurance and HIPAA attestations before contracting.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes (Premium) | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |