Vendor Information Form Template
A starting checklist for supplier setup and vendor registration. For a full tracked workflow, see vendor onboarding or vendor portal.
Use this vendor information form template when onboarding a new supplier.
- Vendor name (DBA and trade name)
- Legal entity name (as it appears on tax and insurance documents)
- Federal tax ID (EIN or SSN — often collected via W-9)
- Business address and remit-to address if different
- Primary contact name, email, and phone
- Accounts payable contact if different from primary
- Certificate of insurance on file (Y/N) and expiration date if known
- W-9 on file (Y/N) and date last collected
- Payment terms (Net 30, Net 45, etc.)
- Banking details for approved vendors (routing and account or ACH instructions)
- Contract or purchase order reference if applicable
Definition
What is a vendor information form?
A vendor information form collects the baseline data your organization needs to set up a supplier: legal entity name, tax identification, primary contacts, business address, insurance status, and payment details. It is often the first document in a vendor onboarding packet—before or alongside the W-9 and certificate of insurance.
Without a standard form, each vendor sends different fields in different formats. AP cannot match banking details to the legal entity on the W-9. Risk cannot confirm insurance status. A template creates consistency.
Standard template
Vendor information form fields
Use the checklist above as a starting template. Adjust fields for your industry—construction teams may add license numbers; healthcare vendors may add NPI or screening attestations.
- Vendor name (DBA) and legal entity name
- Federal tax ID or SSN (often collected via W-9 separately)
- Primary contact name, email, and phone
- Business address and remit-to address if different
- Certificate of insurance on file (yes/no) and expiration if known
- W-9 on file (yes/no) and date collected
- Payment terms and banking details for approved vendors
Operational next step
From template to tracked vendor portal
A static template helps define requirements. Keelstar turns each line item into a tracked submission through a secure vendor link—with reminders, validation, and audit history. See vendor onboarding for the full workflow or create a workspace to collect this form alongside W-9 and insurance documents.
FAQ
A standard template to collect legal entity name, tax ID, contacts, insurance status, and payment details from a new vendor.
Yes. Keelstar turns checklists into secure vendor links with reminders, validation, and audit history.
The vendor name is often a DBA or trade name. The legal entity is the name on tax and insurance documents—both belong on your vendor record.
Vendor registration is the process; the information form is one of the documents collected during registration and onboarding.
Many teams collect banking on a separate secure step. At minimum, track whether banking is on file and complete before first payment.
Turn this into a tracked vendor portal
Collect each item through secure links with reminders, validation, and exports.