Vendor Information Form Template

What is the vendor information form template?

Setting up a new vendor usually means chasing the same handful of details by email: legal company name, tax ID, bank account for payment, and a W-9 or VAT certificate. This template gathers all of it in one structured request, so your accounts payable team gets a complete, consistent record for every new supplier instead of a scattered inbox thread.

An online vendor form is also easier for the supplier — they fill it in once, at their own pace, rather than replying to a chain of follow-up questions. Because the form separates company details, contacts, payment details and documents into clear sections, it's obvious to a new supplier exactly what's expected and why.

Every completed form becomes a PDF saved directly into your FileIt vault, with the supplier's tax certificate and insurance documents attached, so a single folder holds everything you need before the first invoice is raised.

Who uses a vendor information form?

• A finance team asks every new supplier to complete this form before adding them to the accounting system
• A procurement department standardises the bank details it collects, reducing payment errors from ad-hoc email requests
• A growing business replaces a paper or spreadsheet-based vendor setup process with one online form
• A company requires a current tax certificate and insurance document to be attached before a supplier is approved
• An organisation working with sole traders, partnerships and limited companies uses one form that adapts its questions by company type
• A business tracks which category of goods or services each vendor supplies for reporting purposes

Questions on this vendor information form

23 questions over 4 pages · includes signature, file upload, multiple pages, consent checkbox.

The vendor information form, page by page

1 Company

The form opens with the vendor's legal company name, an optional trading name if different, and its company registration and VAT/tax IDs. A website field and a company type dropdown (sole trader, partnership, limited company, corporation, non-profit or other) sit alongside the registered address. A checkbox list — What do you supply? — covers goods, services, software, consulting, logistics and facilities, with an "Other" option for anything outside those categories.

2 Contacts

This short page records the main point of contact — name, job title, email and phone — plus a separate accounts or invoicing email if that's a different person or inbox. Keeping these apart from the start avoids invoices being sent to the wrong contact later on.

3 Payment

Here the vendor provides the details your accounts payable team needs to actually pay them: bank name, account holder, IBAN or account number, and an optional SWIFT/BIC code. A currency dropdown covers the major invoicing currencies with an "Other" option, and a payment terms question (on receipt, 14, 30 or 60 days) records what's been agreed for how quickly invoices should be paid.

4 Documents & sign-off

The vendor uploads a tax certificate — a W-9, VAT certificate or similar — which is required, plus an optional insurance certificate. A final declaration confirms the person completing the form is authorised to act for the company and that the details given are correct, followed by a signature captured on screen. Nothing on this page processes a payment; it only records the information your finance system needs before the vendor is set up.

Make the template yours

• Add a question for preferred purchase order process if your procurement team requires a PO number on every invoice
• Remove the SWIFT/BIC field if you only work with domestic suppliers and never need international transfer details
• Make the insurance certificate required instead of optional for vendor categories where you need proof of cover, like contractors
• Add a diversity or small-business classification question if your organisation reports on supplier diversity
• File each vendor's PDF into its own folder, named after the company, so future invoices and correspondence can sit alongside it
• Set up extra notification emails so both procurement and finance are alerted whenever a new vendor form is submitted
• Add a renewal reminder question asking when the tax certificate expires, so you know when to request an updated one

Tips for a better vendor information form

• Ask new vendors to complete this form before you place a first order, not after the first invoice arrives
• Store bank details and tax documents with the same care as any other sensitive financial record
• Double-check IBAN or account numbers against the uploaded documents before making a first payment
• Keep a simple internal process for who reviews and approves a new vendor form before it's added to your accounting system
• Periodically ask long-standing vendors to reconfirm their bank details, since payment fraud often targets outdated records
• Use the declaration and signature as a lightweight check that the person completing the form is actually authorised to do so

Vendor information form: frequently asked questions

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Templates are a starting point. Check that the questions and any wording about consent, privacy or terms suit your situation and the rules where you are. Page last reviewed 2026-09-26.