Business Identity
Legal business name, DBA (if any), and entity type (LLC, Corporation, Sole Proprietor) clearly stated to match tax and banking records and avoid mismatches.
A consistent SPAF reduces payment errors, centralizes tax and banking details, documents authorization, and supports audit and compliance needs such as IRS backup withholding and internal controls.
The completed SPAF becomes a primary source record for payment runs, tax reporting, and vendor master-file hygiene.
Legal business name, DBA (if any), and entity type (LLC, Corporation, Sole Proprietor) clearly stated to match tax and banking records and avoid mismatches.
Taxpayer Identification Number (TIN/EIN/SSN) and W-9 attestation or equivalent, indicating tax classification and backup-withholding eligibility for IRS reporting.
Bank routing and account numbers or remit-to address for check payments, with a declaration of authorization to use the provided banking information.
Name, title, and contact for the person authorized to bind the company, plus signature block and date to record consent and intent to sign.
Statements about sanctions screening, anti-fraud attestations, or data-privacy acknowledgements that align with company policy and regulatory obligations.
List of required attachments such as W-9, proof of banking (voided check), formation documents, or certificate of authority for foreign entities.
| Field | Configuration |
|---|---|
| Required Fields | Make TIN, bank details, and signer required |
| Conditional Logic | Show ACH fields only if ACH selected |
| Approval Order | Route to Procurement then Accounts Payable |
| Authentication | Use email + SMS code or stronger KBA |
Verify the vendor supports legal compliance needs such as ESIGN/UETA adherence and preserves evidence needed for tax and audit purposes.
W-9 information should be provided when requested; there is no formal IRS submission deadline.
Allow 3–10 business days for verification and system onboarding.
Align SPAF receipt with the next scheduled payment cycle to avoid delays.
1099-NEC recipient and IRS deadlines are Jan 31 each year for reporting payments.
Keep SPAFs as part of records subject to IRS and company retention policies.
| 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 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 |