Company Details
Legal business name, DBA, formation type, and state of incorporation or formation to match government records and tax filings.
A consistent template reduces onboarding errors, speeds approvals, and ensures required fields are captured for tax, payment, and compliance purposes. Clear structure lowers request cycles and simplifies recordkeeping for audits and internal controls.
Use consistent internal roles for completion and verification to limit discrepancies between the template data and downstream systems such as ERP, payroll, or accounting platforms.
Legal business name, DBA, formation type, and state of incorporation or formation to match government records and tax filings.
Employer Identification Number (EIN) or Social Security Number if sole proprietor, tax classification, and W-9 or withholding details for payer records.
Name, title, contact, and evidence of authority for each signer; include corporate resolution or delegated authority when required.
Routing and account numbers for ACH, payee name, and any required bank letter or voided check for payment setup.
Checkboxes for sanctions screening, insurance confirmation, HIPAA or FERPA applicability, and other regulatory declarations relevant to the relationship.
Space for articles of organization, W-9, proof of insurance, and digital copies of identity documents for verification purposes.
| Field | Configuration |
|---|---|
| Signature Type | Allow email link signing; require advanced auth for high-risk vendors |
| Authentication Method | Use email link or SMS OTP; add KBA where legal or industry-required |
| Bulk Send | Enable for mass vendor requests when supported by plan |
| Retention Export | Enable PDF/A export and store audit certificate with signed file |
Ensure chosen providers support export of signed PDFs and audit trails to meet retention and compliance requirements.
Deliver template and required docs immediately upon onboarding request.
Allow 5 business days for verification and approvals.
Request signatures within 30 calendar days to avoid reauthorization.
File any required notices or registrations within 60 days when applicable.
Supply signed copies to all parties within 48 hours of completion.
Create or select the approved Business Sis Template and attach required exhibits.
Legal, procurement, and finance confirm fields and authorizations are complete.
Distribute to authorized signers and collect electronic or wet signatures.
Store signed copy, export audit trail, and update vendor master records.
Optica streamlined vendor onboarding with a single template and central review process.
Martin Properties used an electronic template to capture tenant and vendor information consistently.
| 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 | Yes, 7-day trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Varies | Varies | Varies | Varies |
| 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 |