Goods supplier
Products delivered to your site, with no staff visits and no insurance requirement.
- Remove: Insurance certificate on file
- Remove: Insurance expiry date
Finance & AccountingForms
New vendor setup form: what to collect and what to keep out
A new vendor setup form collects what your accounts payable team needs to add a supplier to its records and pay it correctly. It should gather the legal name, remittance address, billing contact, goods or services supplied and agreed invoice terms, and only record whether the tax form is on file. Bank account numbers and Social Security numbers do not belong in it, and your finance team should confirm the list before the form goes live.
What people search
New vendor setup form: 110 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
Field blueprint
Fields for a supplier you have already chosen
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Legal business name | Short text | Required | Must match the name on the supplier's tax paperwork, or your records and the tax form will disagree. |
Trade name | Short text | Optional | Helps staff match invoices that carry a shorter or different brand name. |
Remittance address | Long text | Required | Where remittance notices go. Confirm it with the supplier rather than copying it from an invoice. |
Billing contact emailUse a shared billing mailbox if the supplier has one. | Required | Where your team sends remittance details and asks about invoice questions. | |
Callback phone number | Phone | Required | Used for a callback check before any bank detail changes. Your team should dial this number, not one that arrives in a later message. |
What the supplier providesGoodsServicesGoods and servicesSoftware or subscription | Dropdown | Required | Tells the approver which spend category and contract rules apply. |
Tax form statusDo not type a Social Security number or tax ID digits here. W-9 sent through our secure processW-9 not yet providedNot applicable | Single choice | Required | Records whether the tax form is on file. Only that status belongs here, not the contents of the form. |
Agreed invoice termsNet 15Net 30Net 45Other, agreed in writing | Dropdown | Required | Records the terms in writing, so accounts payable does not work from memory. |
How bank details are set upSet up through our secure supplier portalSet up through a process our team runsNot yet decided | Single choice | Required | Shows whether bank details are being handled through a secure process. Bank numbers are never typed into this form. |
Insurance certificate on fileYes, with an expiry date belowNot required for this supplierNot yet provided | Single choice | Optional | Matters for contractors and service providers whose work carries an insurance requirement. |
Insurance expiry date | Date | Optional | Shows when a renewed certificate is needed for ongoing work. |
Purpose of this supplier | Long text | Required | Tells the approver whether this is a one-time buy or an ongoing relationship that needs a contract. |
Accuracy confirmationI confirm these details are accurateI need to correct something | Single choice | Required | Records that the supplier has checked the details. It is not a signed contract. |
A filled example
Example: a monthly office supply account
Example only, not a real submission
- Legal business name
- Example Office Supply LLC (fictional)
- Trade name
- Example Office Supply (fictional)
- Remittance address
- Address from the supplier's letterhead, confirmed by phone (example)
- Billing contact email
- [email protected] (example)
- Callback phone number
- Number your team already had on file (example)
- What the supplier provides
- Goods
- Tax form status
- W-9 sent through our secure process
- Agreed invoice terms
- Net 30 (example)
- How bank details are set up
- Set up through our secure supplier portal
- Purpose of this supplier
- Paper and toner for the operations team, ordered monthly
Choose a variant
Three suppliers, three different sets of questions
Contractor working on site
A cleaner, electrician or other provider who works on your premises.
- Add: Site contact for access and safety
- Add: Date the insurance certificate was last checked
Supplier for one event or project
A supplier engaged for a single event or project with a known end date.
- Add: Event or project name
- Add: Last day of work
- Remove: Agreed invoice terms
- Remove: Insurance expiry date
Questions to leave out
Questions this form should not ask
What is your home address?
Use the business remittance address. A home address is personal information that payables records rarely need.
What is your Social Security number?
Tax identifiers belong in your tax process. The vendor form should only record whether the tax form is on file.
Please attach your W-9 and certificate of insurance here.
Attachments stay outside this form. Request those documents through your secure process and record only their status.
Do you accept our full terms and conditions?
A checkbox on a form is not a signed contract. Put terms in your purchase or service agreement, and have your own counsel review them.
After a response arrives
Verify before the first pay run
Call back before you change bank details
If new bank details arrive by email or in a form, call the supplier on a number already in your records before you change the supplier's setup. A changed bank request is a common way to commit fraud against a supplier, so treat the callback as a standard control your accounts payable team sets.
Match the legal name to the tax form
Check that the legal name on the supplier's tax form matches the name in your records. A mismatch is a reason to pause the setup and ask, not a reason to guess.
Expect the form's processing delay
A scheduled job picks up each vendor submission hourly in production and then notifies only the form's creator. Tell the supplier that setup is not immediate, and do not promise a pay date before the record exists.
Export the record for your vendor file
Submissions appear in the grid, where you can review them. Export a CSV for the vendor file your accounts payable team keeps, and store the tax form in your secure tax records.
Frequently asked questions
What information does a new vendor setup form need?
Collect the legal name, remittance address, billing contact, a callback phone number, the goods or services supplied, agreed invoice terms and whether the tax form is on file. Keep bank numbers and tax numbers out of the form. Your finance team should confirm the exact list for its accounting system.
Should a vendor setup form ask for a Social Security number?
No. A sole proprietor's tax form may use a Social Security number, but this form only needs to show that the form is on file. Get the tax form through your secure process, and follow up with the supplier if it has not arrived.
Is a vendor setup form the same as a vendor application?
Often not. A vendor application can be a supplier asking to be considered, or a stall holder applying for an event. A vendor setup form is for a supplier you have already chosen, so accounts payable can record and pay it. For event applications, use the event vendor application instead.
Can a new supplier fill in this form on their own?
Yes. The supplier answers the business questions, and your team completes the checks, such as the callback, the tax form review and any approval, in its own process. Do not treat a completed form as verification.
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