Identification
Legal entity name, trade names, EIN/TIN, and business registration details for tax and vendor setup.
A consistent Supply Chain Supply Source reduces onboarding delays, clarifies contractual expectations, and creates a single record for compliance checks and payment setup. It supports traceability across procurement, accounts payable, and compliance teams and reduces repeated information requests.
Assign clear ownership for collection, verification, and record retention to avoid processing gaps and downstream payment delays.
| Field | Configuration |
|---|---|
| Signer Authentication | Email link with optional SMS one-time code |
| Required Fields | Legal name, TIN, payment details, primary contact |
| Conditional Logic | Show insurance upload when 'service' selected |
| Notifications | Auto reminders and completion audit log |
Legal entity name, trade names, EIN/TIN, and business registration details for tax and vendor setup.
Primary operations and billing contacts, phone numbers, and corporate email addresses for communication and escalation.
W-9 status, backup withholding indicator, and withholding instructions to align with IRS reporting requirements.
Proof of insurance limits and certificates, applicable licenses, and safety certifications relevant to scope of work.
Payment terms, pricing, delivery schedules, lead times, and penalties for nonperformance or late delivery.
Vendor declarations on conflicts of interest, sanctions screening, data handling, and regulatory compliance.
Signed W-9 for U.S. payees or W-8 series for nonresident vendors used for tax reporting.
Certificate of insurance showing policy limits, effective dates, and certificate holder named as required.
State or local licenses required for regulated services or trades; include expiration dates.
Void check or bank letter for ACH setup and payer verification where required.
Obtain upon request to avoid backup withholding; no IRS filing deadline
Send recipient and IRS by Jan 31 each year
Follow agreed terms (e.g., Net 30) to avoid disputes
Begin renewal review at least 60–90 days before expiry
Retain tax and payment records per federal and state requirements
Send supply source and document checklist to vendor for completion.
Validate TIN, insurance, licenses, and sanctions screening results.
Procurement and AP sign off and create vendor record in ERP.
Enable purchase orders and payment terms in the financial system.
| 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, no credit card required | Trial available | Trial available | Free limited plan available | Free limited plan available |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| Envelope Cap | No envelope cap | 100 envelopes/user/year cap | Varies by plan | Varies by plan | Varies by plan |
Optica automated vendor onboarding to reduce manual follow-ups.
Tech Data used digital supply sources to streamline large-scale vendor onboarding.