Vendor Onboarding Checklist
Request, documents, verification, setup, first payment: five gates before a new vendor gets paid.
• Automate faster • Collaborate better
• Pay with confidence
Most vendor problems are onboarding problems discovered late: the tax form chased at year-end, the duplicate vendor paid twice, the banking detail that was never verified because the setup was urgent.
This checklist front-loads all of it into five gates: request and duplicate screen, document collection with Canadian and US tax blocks kept separate, banking verification by callback, independent setup approval, and a first-payment review that closes the loop. One page per vendor, five sign-offs, no first payment without them.
IN THIS TEMPLATE
Gate 1, request and screen: business justification and the duplicate check, before creation, when it is cheap
Gate 2, documents: legal name, remit-to, tax forms (W-9, BN and GST/HST), certificates and licenses
Gate 3, verification: banking verified by callback to an independently sourced number
Gates 4 and 5: independent setup approval, then a watched first payment
A per-vendor form to print or duplicate, plus a running log
FAST FACTS
5 gates between request and first payment
CA + US tax blocks, kept separate
1 page per vendor: five sign-offs, no exceptions
No first payment until all five gates are signed. Complete the form and we’ll send the PDF.
