Guide
The Vendor Compliance Checklist
By Keelstar Team · Updated June 1, 2026
The short answer
Before first payment: W-9 or W-8, insurance certificate meeting your limits, signed agreement, and exclusion screening where required. After onboarding: monitor COI expirations, re-screen exclusions on a schedule, and re-collect tax forms when stale. Hold everything in one auditable vendor record.
Before the first payment
Gate payment until required documents are complete and validated.
- W-9 (domestic) or appropriate W-8 (foreign)
- Certificate of insurance vs your contractual limits
- Signed MSA, SOW, or purchase terms
- OIG / OFAC screening where applicable
- Banking details verified through a controlled process
During onboarding
Assign a vendor owner in operations or AP. Set insurance and contract renewal reminders at intake — not after the first lapse.
After onboarding
Compliance is recurring. Monitor COI expirations, re-screen exclusions quarterly or per policy, and refresh W-9s when entities change or forms age.
Construction and facilities add-ons
Subcontractor COIs, additional insured endorsements, and waiver of subrogation requirements are common in U.S. construction and property contracts — track them explicitly.
Keep it auditable
One vendor record should link every document, check, and reminder with dates. Export the full history when legal, finance, or a customer audit asks.
Related guides
Put this into a monitored workflow
Vendor Packet handles this continuously — with reminders and an audit trail.
Vendor portal colony funnel