Vendor Identification
Legal business name, DBA, EIN or SSN (as applicable), and formation type to match tax records.
A complete packet reduces onboarding delays, supports regulatory compliance, and clarifies commercial terms. Proper documentation limits payment errors, verifies tax and insurance obligations, and establishes a clear record for audits and dispute resolution under ESIGN and UETA frameworks.
Centralizing responsibility and checklists avoids duplicate requests and shortens vendor activation time.
Legal business name, DBA, EIN or SSN (as applicable), and formation type to match tax records.
Completed W-9 for U.S. vendors or appropriate tax documentation for foreign vendors to establish TIN and backup withholding status.
Bank routing and account numbers or payment portal instructions; include ACH authorization language if required.
General liability, professional liability, and workers’ comp certificates showing policy limits and effective dates.
Master services agreement, statements of work, or purchase order acceptance with signature and effective date.
Data‑security addenda, HIPAA BAAs where applicable, conflict‑of‑interest disclosures, and export control statements.
| Field | Configuration |
|---|---|
| Tax Form | Require W-9 upload and TIN validation |
| Insurance | Auto-flag expired certificates |
| Signatures | Require signature block and date |
| Approvals | Route to procurement and legal sequentially |
Choose platforms that support audit trails, secure storage, and the integrations your teams use.
Upon request; before supplier payment
Recipient/IRS deadlines commonly Jan 31
Provide updated certificates before policy expiration
Common internal target: 3–7 business days
Signed and dated before services begin
Vendor receives packet and instructions for completion.
Vendor uploads W-9, insurance, and bank details for review.
Team validates TIN, insurance dates, and contract terms.
Vendor added to ERP and payment method 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 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 |