Disbursement Controls Resource · Templates

Vendor Information Form — Onboarding Template

A fillable sample form for collecting everything needed to set up a new vendor in accounts payable

How to use this form: Fill it in on screen, then print or save it as a PDF for your records — or download the Excel workbook, which includes a Portal Field Reference tab for building this form into your own vendor onboarding portal. Fields marked * are required before setup; leaving them blank may delay vendor activation and payment. Replace bracketed placeholders and have legal review before distributing to vendors.

Nothing you type here leaves this page. This sample form has no server behind it — entries are not transmitted, saved, or stored anywhere, and they clear when you close the tab. Completed forms containing tax or banking details should always be returned through a secure channel (encrypted email or portal upload), never unsecured email.

1. Vendor Information

Legal Vendor / Payee Name *Must match the legal name on the W-9 / W-8.

Doing Business As (DBA), if different

Parent / Subsidiary Relationship(s)

Ownership / Principal Owner(s)Individual(s) or entity that owns or controls the business — supports beneficial-ownership and vendor-fraud due diligence, not tax reporting.

Website

Date Submitted

Mailing Address *

Street or PO Box

City

State / Province

Postal Code

Country

Remit-to address is different from mailing address

Remit-To Address

Street or PO Box

City

State / Province

Postal Code

Country

Purchase order address is different from mailing / remit-to address

Purchase Order Address

Street or PO Box

City

State / Province

Postal Code

Country

Business Identifiers & Terms

DUNS Number9 digits.

Commodity / Industry Code (NAICS)

Payment Terms

Freight Terms

Primary Contact *

Name

Title

Phone

AR / Billing Contact (if different)

Name

Title

Phone

2. Tax Information (W-9 / W-8)

Tax Reporting Name (as shown on tax return, if different from vendor name)

Federal Tax ID / EIN — or SSN *9 digits. Handle with care — never send this form over unsecured email.

Tax Classification *

If Other, specify

U.S. person for federal tax purposes? *

Country of Incorporation / Residency

W-9 (or applicable W-8) attached?

Sales Tax Exemption Status

Licenses, Certifications & Insurance (where industry or contract requires)

Business License Number / Jurisdiction

License Expiration Date

Professional Certification(s)

Certificate of Insurance — Expiration Date

3. Banking Information (ACH)

Preferred Payment Method *

Accepts Purchase Card?

Name on Bank Account

Bank Name

Bank Phone

Bank Address

Domestic ACH / Wire (U.S.)

ABA / Routing Number9 digits.

Account Number

Account Type

Wire Routing Number (if different)

International Wire (if applicable)

SWIFT / BIC Code

IBAN

Intermediary Bank (if required)

Remittance & Verification

Email for Remittance Advice *

Voided Check or Bank Letter attached? *A voided check or a bank-letterhead confirmation of account holder, routing and account number is required for activation.

A note on banking changes: Banking information changes for existing vendors should never be accepted from this form alone. Route all bank-detail changes through independent verification — if by phone, using a phone number already on file, not one provided in the change request.

4. Business Classification (Optional)

5. Authorization & Certification

The undersigned certifies that the information provided in this Vendor Information Form — Vendor Information, Tax Information, Banking Information, and Business Classification — is true, accurate, and complete to the best of their knowledge, and authorizes electronic (ACH) credit entries to the account identified above.

Print Name

Title

Date

Signature (sign after printing)

Internal Use Only — Company Review

W-9 / W-8 Reviewed?

Banking Details Independently Verified?

Sanctions / Restricted-Party Screening Completed?

Screening Date

Screen against OFAC SDN/Consolidated, UK/EU sanctions lists, OIG LEIE, SAM.gov exclusions, and Commerce/BIS restricted parties as applicable before activating the vendor for payment — see the reference tables in this resource library.

Approved By

Approval Date

System-Assigned Vendor Code

Date Entered in System

GL Number(s)

Critical Supplier Designation?

Other Custom Designator (e.g., ESG rating)

Payment Limits & Restrictions (Min/Max)

Nothing you enter is transmitted or stored — this form lives entirely in your browser and clears when the tab closes. For actual vendor submissions, use the downloadable workbook and return it through a secure channel.

This template is provided as an educational resource for accounts payable, treasury, and shared services professionals. It does not constitute legal, tax, or compliance advice. Organizations should adapt fields and validation steps to their own risk profile, industry requirements, and applicable regulations.

Vendor Information Form — Onboarding Template

1. Vendor Information

Mailing Address *

Remit-To Address

Purchase Order Address

Business Identifiers & Terms

Primary Contact *

AR / Billing Contact (if different)

2. Tax Information (W-9 / W-8)

Licenses, Certifications & Insurance (where industry or contract requires)

3. Banking Information (ACH)

Domestic ACH / Wire (U.S.)

International Wire (if applicable)

Remittance & Verification

4. Business Classification (Optional)

Federal SBA Certification Programs

Supplier-Diversity Certifications (Third-Party)

5. Authorization & Certification

Internal Use Only — Company Review