Vendor Identity
Legal entity name, DBA if applicable, address, and corporate contact details for contractual notices and tax reporting.
A properly completed Qualivis reduces onboarding friction, creates an auditable record of vendor commitments, and supports risk assessments. It helps purchasing, legal, and operations teams confirm licenses, insurance limits, and deliverables before authorizing work, while preserving a reproducible record for future disputes or regulatory review.
Several internal and external roles interact with the Qualivis during vendor selection and contract formation.
Assign clear ownership for completion and review to avoid delays and inconsistent responses across vendors.
A named officer or authorized agent signs to attest that information in the Qualivis is true and that the vendor accepts stated terms; include title and corporate authority to bind the company.
A procurement or contract officer signs to accept the vendor’s qualifications and any negotiated service terms; this signer confirms budget availability and policy compliance.
| Field | Configuration |
|---|---|
| Required Fields | Make legal name, TIN, insurance, and signature mandatory |
| Attachments | Require PDF certificates and license scans |
| Signer Authentication | Use email plus optional SMS code for verification |
| Retention Tag | Auto-tag by contract type and effective date |
Choose platforms that support required file formats, authentication, and secure storage while preserving an audit trail.
Ensure the chosen system records timestamps, IP addresses, and signer attribution to satisfy ESIGN/UETA record retention requirements.
7–14 business days to complete and return the Qualivis
3–5 business days for procurement and legal review
Finalize signatures within 30 days of submission to avoid re-verification
Escalate overdue items after 10 business days
Record archived within 2 business days after final signature
Date vendor returns form and attachments for intake screening
Check licenses, insurance, and tax ID for completeness
Procurement/legal either approve, request changes, or reject
Store executed Qualivis with audit trail and retention tags
Legal entity name, DBA if applicable, address, and corporate contact details for contractual notices and tax reporting.
Pricing schedules, payment terms, invoicing instructions, and any required tax forms such as W-9 for U.S. payees.
Concise description of services, milestones, acceptance criteria, and performance metrics tied to payments and remedies.
Licenses, certifications, data-protection measures, and insurance coverage including limits and policy numbers.
Availability, response times, escalation paths, and remedies or credits for missed service levels.
Signature area with printed name, title, date, and a witness or notary block where required by law.
Certificate of insurance in PDF with insurer, policy number, coverage dates, and limits clearly visible.
State licenses, professional certificates, or bond documents saved as searchable PDFs.
Completed W-9 or equivalent saved alongside the Qualivis for payee verification and backup withholding decisions.
Store signed PDF/A version with embedded audit trail for long-term retention.
| 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 plan | Varies by plan | Varies by plan | Varies by plan |
| 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 |
Optica standardized its vendor intake to reduce review cycles
Martin Properties used a standardized Qualivis for subcontractor pre-qualification