Legal Identity
Business legal name, DBA if applicable, entity type, and federal EIN or SSN for sole proprietors.
A clear certificate reduces onboarding delays by centralizing required data, verifying tax and identity details, and documenting compliance statements in a single record.
Typical participants include the vendor’s authorized representative who completes the form and the buyer’s procurement, AP, and compliance teams who review and approve the submission.
Other stakeholders may include tax or legal advisors for high-value contracts, vendor management teams for ongoing qualification, and IT for system integrations.
Business legal name, DBA if applicable, entity type, and federal EIN or SSN for sole proprietors.
W-9 or equivalent tax classification and backup withholding statements to support accurate 1099 reporting.
Bank account or remit-to address, ACH routing number or check payee instructions for accounts payable setup.
Primary billing contact, procurement contact, phone, and email for notices and communications.
Insurance limits, worker classification, certifications, and any required declarations for regulated industries.
Signature block showing the authorized signer, title, and execution date to bind the vendor.
| Field | Configuration |
|---|---|
| Required Fields | Make legal name, TIN, and signature required |
| Routing | Send to procurement reviewer then AP approver |
| Authentication | Email link or SMS code for signer verification |
| Attachments | Allow PDF upload for W-9 and insurance |
Electronic completion is allowed when the platform satisfies legal and security requirements and preserves a complete audit trail.
Provide W-9 upon initial payment request
Allow 3–10 business days after approval
Review may take 5–10 business days
Procurement approvals often take 7–21 days
Annual or change-driven re-submission as requested
Vendor completes and uploads the signed certificate
Procurement verifies details and required attachments
Accounts payable configures payment method and terms
Vendor is approved and can receive purchase orders
| 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 trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (Business Premium+) | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA available) | Varies | Varies | No | No |