Legal Entity
Full registered business name, DBA, legal form, state of formation, and EIN or foreign tax ID for accurate contracting and tax reporting.
A complete Wholesale Setup Document centralizes vendor data, reduces onboarding delays, and helps ensure compliance with tax and procurement rules. It creates a clear record for audit, enables correct 1099 reporting, and documents agreed commercial terms under governing law frameworks such as ESIGN and UETA where e-signatures are used.
Procurement, accounts payable, vendor management, and legal teams commonly prepare or request this document during supplier onboarding.
Clear role assignment and a validated Wholesale Setup Document speed supplier activation and reduce compliance exceptions during audits.
Full registered business name, DBA, legal form, state of formation, and EIN or foreign tax ID for accurate contracting and tax reporting.
W-9 or W-8 form indicator, taxpayer identification number, and backup withholding status to support 1099 reporting obligations.
Preferred payment method, bank routing or ACH details, net terms, early-pay discounts, and remit-to address for accounts-payable processing.
Primary shipping address, accepted carriers, lead times, FOB terms, and return authorization procedure to avoid fulfillment disputes.
Insurance certificates, safety or regulatory attestations, and any industry-specific certifications required before order acceptance.
Names, roles, phone, and email for ordering, billing, and escalation to ensure rapid communication during exceptions.
| Field | Configuration |
|---|---|
| Document Upload | Require PDF uploads for W-9 and insurance certificates |
| Approvals | Route to procurement then AP for dual approval |
| Authentication | Use email + SMS code for signer verification |
| Account Activation | Trigger ERP provisioning after approvals |
Use platforms that accept PDF and DOCX and provide an audit trail, role-based routing, and integration points with ERP or CRM systems.
Ensure the chosen platform supports your retention and audit requirements (PDF/A export, audit logs, and centralized storage) and integrates with your accounts-payable and procurement systems to prevent dual data entry.
Provide upon request; no fixed IRS filing date
Recipient and IRS due by Jan 31 for 1099-NEC
Retain for 3 years after hire or 1 year after termination
Typical internal goal: 3–10 business days after verification
Follow retention schedules tied to tax and contract rules
Initial submission of setup form and attachments for review.
AP/procurement validate tax IDs, insurance, and bank details.
Required signoffs from procurement and accounts payable are logged.
ERP account created and vendor set as active for ordering.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.
Tech Data uses airSlate SignNow to improve our internal and external customer service while increasing our speed to revenue.
| 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 vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| 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 by plan | Varies by plan | Varies by plan | Varies by plan |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |