Vendor Registration template

A vendor registration form that collects what accounts payable actually needs before the first invoice: legal name, primary contact, service category, registered address, tax registration number, and a required W-9 or tax certificate upload. New suppliers onboard themselves instead of trading PDFs over email.

Use this template Start free — no card

10 questions · works on the free plan (500 responses/month) · fully customizable

File upload question

What’s inside

The questions this template ships with — rename, reorder, or delete any of them in the builder.

01Company legal nameShort text

02Primary contactContact info

03Company websiteWebsite

04What do you provide?Dropdown

05Registered business addressAddress

06Tax or business registration numberShort text

07Upload your W-9 or tax certificateFile upload

08Tell us about your capabilities and typical lead timesLong text

When to use this template

An AP team tired of chasing W-9s in December for vendors paid in March
A company standing up a vendor-verification step — the ending screen's five-business-day review window sets expectations honestly
An events business registering dozens of one-off suppliers — caterers, AV crews, rental companies — each needing tax docs on file
A procurement lead sending one link to every 'we'd love to work with you' inquiry instead of a back-and-forth

Tips to get more from it

The tax-document upload is required and takes up to two documents — a W-9 plus a certificate of insurance fits. Collecting it at registration is the entire reason this form exists; don't make it optional.
The address field is a structured address input, not free text, so exports arrive with street, city, and postal code in separate columns — exactly what your accounting system's vendor import wants.
The registration-number description says 'as it appears on your invoices' — that phrasing prevents the mismatches that stall payment runs later.
The capabilities-and-lead-times question is optional but worth keeping: it turns your vendor list into a searchable directory when someone asks 'do we know anyone who does signage?'

Questions people ask

What documents should a vendor registration form collect?

At minimum, a W-9 (or local tax certificate) and the business registration number, plus banking details if you pay by transfer. This template collects the tax documents up front; many teams collect banking info through a separate, tighter channel.

Are uploaded tax documents secure?

Files attach to the response and are visible only to the form owner — vendors can't see each other's submissions, and nothing is public.

Can vendors update their details later?

Have them submit the form again and treat the newest response as current — each submission is timestamped. For a single change like a new contact, editing your own records is usually faster.