Onboarding for vendors and suppliers

Operational integration & procurement checklist

This checklist guides vendors through the process of integrating with your procurement systems and setting up operational workflows. Officially launch your supplier partnership.

Use this template to onboard your suppliers

Your branding
Syncs with HubSpot
Chases up for you
Template preview

Your own logo and brand color

Checklists work across your team and suppliers

Onthen Onthen
2 people

Operational integration & procurement

Welcome to our vendor network! This checklist will guide you through the process of integrating with our procurement systems and setting up operational workflows. Please complete your assigned tasks so we can officially launch our partnership.

No due date

Link tasks to actions, such as completing forms or booking meetings

Initial vendor registration

First, we need to get your company registered in our vendor management system with the correct contact and tax information.

Complete the vendor profile form

Please fill out your company information, primary contacts, and business details in the attached form.

No due date Complete form

Review and approve vendor profile

We will review your submitted profile to ensure all necessary details are captured accurately.

No due date Team member

Submit tax documentation

Upload your completed and signed tax forms (such as a W-9 or W-8BEN) for our finance department.

No due date Upload documents

Tasks can be for the suppliers being onboarded, or for the team

Legal and compliance

Next, we will handle the necessary legal agreements and compliance checks required to do business together.

Sign the master services agreement

Review and sign the Master Services Agreement provided in your welcome packet.

No due date Upload documents

Countersign the agreement

Our legal team will countersign the agreement and provide you with a fully executed copy for your records.

No due date Team member

Provide certificate of insurance

Upload a valid Certificate of Insurance (COI) that meets the coverage limits outlined in our agreement.

No due date Upload documents

Complete security and compliance questionnaire

Fill out our standard IT security and data privacy survey so we can ensure proper data handling.

No due date Complete form

Review security questionnaire

Our IT team will review your security responses and follow up if there are any questions.

No due date Team member

Procurement system integration

Let's get you set up in our purchasing and invoicing software so you can receive purchase orders and get paid.

Register in the procurement portal

Create an account in our centralized procurement and invoicing portal using the invite link sent to your email.

No due date

Set up payment routing details

Input your electronic payment or wire transfer instructions in the portal so we can pay your invoices efficiently.

No due date

Run a test purchase order

We will issue a test purchase order to ensure the electronic routing is working properly and you are receiving notifications.

No due date Team member

Acknowledge the test purchase order

Log into the portal and acknowledge the test purchase order to confirm you can receive and process orders successfully.

No due date

Operational alignment and launch

Finally, we will align our operational teams to ensure smooth day-to-day collaboration.

Share standard SLA document

Provide your standard Service Level Agreement or support guidelines for our operations team to review.

No due date Upload documents

Schedule the kickoff call

We will find a time for our respective operations teams to meet and discuss day-to-day communication.

No due date Calendly Calendly / Book meeting Team member

Attend the kickoff call

Join us to align on expectations, escalation paths, and delivery procedures as we officially kick off our partnership.

No due date

Click the button below to edit or add tasks, add due dates, and much more...

Free plan • No credit card needed

Customize this template

Or build your own

How it works

Add suppliers to your checklist

Just type an email address and we'll do the rest.

We'll create a checklist, invite them in by email, and even sync progress up with your CRM.

Guides suppliers to take action

Move from to-do to done with task actions.

You can collect data with forms, verify identity, ask for secure uploads, book meetings, and more.

We do the chasing up for you

We'll send friendly nudges and a helpful weekly summary to make sure your tasks get done.

The emails we send have your brand logo and colors.

Free plan • No credit card needed

Customize this template

Or build your own

Packed with useful features

Syncs with HubSpot

We bridge the gap by syncing every onboarding action back to your CRM timeline and custom fields. Works with contacts, deals, and tickets.

  • Manage checklists with the App Card
  • Adds events to your timeline
  • Syncs uploaded files and photos

Add due dates

Set relative due dates for each task, and we'll calculate the actual dates when you start a new checklist.

  • For example, due "2 weeks after the checklist is created".
  • Or, "1 week before a target completion date".

Sequential tasks

Choose how you want each section (or the whole checklist) to be completed.

Either tasks can be tackled in any order (random), or you can make sure tasks are done one after another (sequential).

Branded pages and emails

Every Onthen task page is fully branded so that it becomes a part of your business.

But we also brand the emails we send too, so every interaction with your task page makes the right first impression.

Feature packed dashboard

Not only is it easy for suppliers to work with your checklists, we give you flexible tools to manage them too.

  • Saved views for frequently accessed lists.
  • Change default columns, sort order, and filtering.
  • Use bulk actions to update many rows at once.

Free plan • No credit card needed

Customize this template

Or build your own

Frequently asked questions

How can I use this template?

Just click Customize this template above and we'll take you through a couple of simple steps to create an Onthen account and copy the operational integration & procurement template into it.

Once that's done we'll take you straight into the template editor where you can customize it to your exact needs (there's bound to be a few things you'll do differently).

Finally, once it's ready you can use it to create individual checklists (we call them 'plans') for each of your suppliers. Just type their email address and we'll do the rest. As they move through the tasks, you'll see their progress in the dashboard.

Who is this operational integration & procurement checklist for?

If you run a team that needs to onboard suppliers then the operational integration & procurement template is a perfect starting point.

You'll first be able to tailor the template to your team's needs, by editing, removing or adding tasks to suit your onboarding process. When it's perfect, onthen has all the tools you need to easily invite suppliers to it and make sure all the tasks get done, on time.

How do suppliers use it?

First you'll invite suppliers to the checklist. You can either send an invite manually, through our HubSpot integration, or by using an invite link that lets anyone with the link create a new checklist.

Your suppliers won't need to create an account or a password, they'll simply access it with a 6-digit code we'll send to their email.

It's really easy to use and there's nothing to navigate, it's a simple single page checklist that looks pretty much like you see above.

If any task gets forgotten about, we'll send email reminders to nudge your suppliers to complete everything.

Free plan • No credit card needed

Customize this template

Or build your own

Other checklists in Vendors and Suppliers

Try our alternatives to operational integration & procurement and perfect your onboarding.

Explore all vendors and suppliers onboarding checklists
Vendors and Suppliers

Supplier risk assessment

This checklist ensures that new vendors meet all of your legal, ethical, and regulatory standards. Suppliers will be able to upload all the requested docs.

Docusign Docusign / Sign template Upload documents Complete form
Vendors and Suppliers

Manufacturing supplier onboarding

This checklist guides your manufacturing suppliers through your onboarding process, ensuring all technical quality, safety certifications, and supply chain standards are met.