Identity
Collect the legal entity name, DBA, formation state, business type (LLC, corporation, sole proprietorship), and primary contact. Exact legal names must match formation documents to avoid setup delays and reporting errors.
Using a Business Entrante Form standardizes data collection, reduces onboarding errors, and documents consent and authority for transactions. Standard forms speed vendor setup, support compliance checks, and create an audit trail that protects both parties and simplifies electronic record retention under applicable e‑signature laws.
Typical users who complete or request a Business Entrante Form include procurement, finance, legal, and vendor management teams responsible for onboarding and payments.
External parties such as vendors and consultants also fill the form to establish contractual relationships and enable payments.
The vendor's chief financial officer or payment administrator supplies tax identification, bank routing and account numbers, and invoicing contacts. Accuracy here prevents backup withholding, payment delays, and ensures correct 1099 reporting at year-end.
The procurement or vendor management lead validates business purpose, ensures contractual terms are included, verifies insurance and W-9 receipt, and coordinates internal approvals. They serve as the point of contact for onboarding status and remediation of missing information.
Collect the legal entity name, DBA, formation state, business type (LLC, corporation, sole proprietorship), and primary contact. Exact legal names must match formation documents to avoid setup delays and reporting errors.
Request EIN or SSN where applicable, federal tax classification, and W-9 or equivalent tax forms. Proper taxpayer identification prevents backup withholding and ensures correct 1099 submission at year-end.
Include bank name, routing number, account number, account type, and ACH authorization. Verify micro-deposits or bank letter to confirm accuracy before enabling payments to avoid failed transfers.
Record the authorized signer name, title, contact, and attach resolution or power-of-attorney when signatory authority is not evident from formation documents. Misidentified signers can invalidate the agreement.
Include attestations for sanctions screening, anti-money laundering checks, insurance coverage, and industry-specific compliance (HIPAA, FERPA). Require checkbox confirmations and dates for each attestation and maintain documentation for audit and regulatory review.
Provide a list of required supporting documents such as certificate of formation, EIN issuance letter, insurance COI, W-9, and any vendor-specific agreements. Attach PDFs or notarized originals per submission rules.
| Field | Configuration |
|---|---|
| Authentication Method | Email link or SMS code |
| Required Fields | EIN, legal name, signatory, bank details |
| Conditional Logic | Show bank fields if payment requested |
| Storage Location | Encrypted cloud storage with access controls |
Ensure your eSignature platform supports secure collection, audit trails, and the authentication methods your organization requires.
Certificate of formation, articles of incorporation, or operating agreement to confirm legal entity and formation date.
IRS EIN issuance letter or completed W-9 to verify taxpayer identification and reporting obligations.
Current certificate of insurance listing coverage types, limits, and effective dates required by contract.
Board resolution, power of attorney, or officer declaration showing the signer has authority for the entity.
Provide W-9 upon payer request; no set deadline.
Ensure accurate TINs by Jan 31 to avoid penalties.
Retain I-9 forms per federal rules after hire.
Schedule notarization early; mobile notaries may require appointments.
Specify MM/DD/YYYY to define obligations start.
Request form and send to vendor for completion.
Vendor returns completed form with attachments.
Internal teams verify identity, EIN, and banking.
Store signed record and audit trail securely.
| 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 | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies | Varies | Varies |
Optica Ventures used an online intake form to centralize vendor onboarding and reduce manual data entry across subsidiaries.
Martin Properties deployed the Business Entrante Form for lease and vendor onboarding to close transactions remotely.