Vendor Identity
Legal business name, DBA names, EIN or TIN, business type, and formation jurisdiction; used to match tax and corporate records during onboarding.
A clear, consistent MQA reduces onboarding friction, helps identify regulatory or insurance gaps early, and documents the facts relied on for contract approval. Accurate MQAs support auditability and create a single authoritative record for vendor decisions.
Different teams either request, complete, or verify MQAs depending on the organization and use case.
Assign clear roles — requester, responder, and verifier — to avoid incomplete submissions and processing delays.
Legal business name, DBA names, EIN or TIN, business type, and formation jurisdiction; used to match tax and corporate records during onboarding.
Bank account and ACH details, billing address, payment terms, and backup-withholding status to ensure correct vendor payment setup and tax compliance.
Types and limits of insurance (general liability, professional, E&O), policy periods, certificate holder name, and evidence of current coverage.
Data handling practices, security certifications, privacy policies, relevant standards (HIPAA, SOC 2), and whether a BAA is required or available.
Names and titles of authorized signers, notarization or witness requirements, and any delegation or subdelegation rules that affect signature validity.
Key client references, sample deliverables, service level commitments, and any industry-specific attestations required for evaluation.
| Field | Configuration |
|---|---|
| Required Fields | Mark tax ID, legal name, and signature fields as mandatory. |
| Authentication | Use email confirmation or SMS code for signer identity verification. |
| Attachments | Allow PDF, DOCX, and image uploads for certificates and tax forms. |
| Audit Trail | Enable full event logging with timestamps and IP addresses. |
Choose distribution and authentication methods that match your risk tolerance and the recipient's capabilities.
Consider integrations with your CRM or procurement system to centralize responses and reduce manual rekeying.
Date the MQA is issued; starts the respondent SLA clock.
7–14 days typical; accelerate for urgent contracts.
1–5 business days for insurance and tax validation.
Concurrent with contract signature once verifications complete.
Store signed MQA in records within 2 business days of approval.
| 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, no credit card | Plan-dependent | Plan-dependent | Plan-dependent | Plan-dependent |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
Optica uses a standardized MQA for vendor vetting to reduce verification time.
Martin Properties shifted to an electronic MQA for tenant and vendor qualification.