Company identification
Legal name, DBA names, formation jurisdiction, and registration numbers to confirm corporate standing.
A properly completed A.Q. reduces onboarding delays, centralizes decision-relevant facts, and documents compliance evidence needed for procurement and legal review.
Teams and individuals across procurement, legal, finance, and operations use the A.Q. to qualify and onboard vendors.
Completing the A.Q. carefully helps all stakeholders move from selection to contracting without rework or late-stage information requests.
| Field | Configuration |
|---|---|
| Routing | Sequential or parallel approval order |
| Authentication | Email link, SMS code, or KBA as required |
| Attachments | Allow PDFs and DOCX with size limits |
| Notifications | Automatic reminders at specified intervals |
Confirm platform capabilities and signer authentication options to meet compliance needs.
Ensure chosen platform integrates with your systems (CRM, ERP, document storage) and supports required compliance features such as HIPAA BAA or 21 CFR Part 11 where relevant.
Legal name, DBA names, formation jurisdiction, and registration numbers to confirm corporate standing.
TIN/EIN, W-9 status, invoicing instructions, payment terms, and remittance details.
General liability, professional liability, workers’ comp limits, and certificate details with effective dates.
State licences, professional credentials, and copies of active certifications required for the scope of work.
Data protection, HIPAA handling, export control, and privacy program summaries where applicable.
Concise description of deliverables, SLA metrics, escalation contacts, and termination conditions.
Signed W-9 for U.S. payees to confirm taxpayer identification and backup withholding status.
COI showing required limits and listing the purchaser as certificate holder when requested.
Scanned copies of active professional or contractor licenses referenced in the questionnaire.
Articles of organization/incorporation or equivalent to verify entity existence.
Provide upon payer request; required prior to payments to avoid backup withholding
Recipient and IRS deadlines generally require payee info by Jan 31 for 1099-NEC
Maintain continuous coverage; renewals should be uploaded before prior policy expiry
Effective dates must be set to coordinate insurance and payment terms
Retain key records per regulatory timelines to meet audits and claims
Form and attachments uploaded and receipt confirmed.
Tax, insurance, and license checks completed by reviewers.
Any redlines or amendments are exchanged and agreed.
Vendor is set up in ERP and payment channels enabled.
| 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 | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
The team consolidated vendor forms into a single A.Q.
Property management used a standardized A.Q. for contractors
Oversees vendor qualification and approves final onboarding. Typically responsible for financial terms compliance and coordinating with legal for contract issues.
Validates tax and banking details, authorizes vendor setup in AP systems, and ensures W-9/TIN data prevents backup withholding.