Supplier Questionnaire
Collects company details, capabilities, compliance attestations, and contact points. Use structured fields to enable automated vendor scoring and filtering.
A consistent Supply Chain Supply Package reduces onboarding friction, centralizes required documentation, and lowers the risk of missing regulatory or tax information. Standardization helps cross-functional teams verify insurance, tax status, product specs, and compliance items before work or shipment begins.
Tailor the routing to your organization's approval matrix so each functional owner signs only the sections they must approve, reducing review loops.
The Procurement Manager reviews supplier qualifications, confirms terms, and authorizes onboarding. They verify commercial terms, required certificates, and sign the procurement acceptance section after finance and compliance clear outstanding items.
Legal Counsel approves contract exhibits, indemnity and limitation clauses, and any nonstandard terms. Counsel should sign or countersign amendments and ensure the governing law clause aligns with corporate policy.
Collects company details, capabilities, compliance attestations, and contact points. Use structured fields to enable automated vendor scoring and filtering.
Include a W-9 (U.S. payees) or equivalent TIN documentation and bank routing instructions for ACH payments, ensuring accuracy to avoid backup withholding.
Certificate of Insurance showing required coverage and additional insured endorsements when applicable to protect the organization from liability exposure.
Specifications, MSDS/SDS, and quality certifications (e.g., ISO) to confirm conformity with purchase requirements and regulatory safety obligations.
The master purchase terms or purchase order exhibit that sets pricing, delivery windows, warranties, and remedies for nonconforming goods.
Signed authorization pages showing the supplier's acceptance of terms, authorized signatory names, titles, and effective dates for enforceability.
| Field | Configuration |
|---|---|
| Authentication | Email link | SMS code | KBA for high-risk suppliers |
| Routing Order | Sequential approvals: procurement → compliance → finance → legal |
| Bulk Send | Use bulk send for onboarding multiple suppliers with the same template |
| Data Mapping | Map form fields to ERP vendor records to avoid manual entry |
Ensure your chosen provider supports audit trails, data export, and secure storage to meet internal policies and compliance obligations.
Shows carrier, policy number, coverage limits, and effective dates to confirm minimum insurance requirements are met for the contract.
Provides taxpayer identification for U.S.-based payees; foreign suppliers provide a W-8 series form if applicable for withholding and reporting.
Technical drawings, quality acceptance criteria, and testing standards that define acceptable product performance and inspection checkpoints.
SDS/MSDS for chemicals or regulated materials required by OSHA and transportation rules to ensure safe handling and shipment.
Provide upon request; no fixed filing deadline
Jan 31 — furnish recipient and file with IRS
Paper to IRS by Feb 28; electronic by Mar 31
Form 1040 due Apr 15 (extension to Oct 15 with Form 4868)
Apr 15 with automatic extension to Oct 15
Procurement requests the supplier package submission and provides the template.
Supplier completes fields and attaches required documents for initial review.
Compliance and finance verify insurance, tax ID, and certificate validity.
Authorized approvers sign and the package is archived for records.
| Criteria | Supply Chain Supply Package | Purchase Order |
|---|---|---|
| Purpose | onboarding & compliance | order placement |
| Typical Contents | questionnaires & certificates | line items & pricing |
| Legal Weight | foundational for contracting | transactional acceptance |
| Execution | multiple signatures | usually buyer signature only |
| 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 | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |