Onboarding for vendors and suppliers

Operational integration & procurement template

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

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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...

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How to use this template

Three simple steps to onboard suppliers

Step 1

Grab this template


Step 2

Send to suppliers

Only needs an email address. Or add an open invite link to your existing welcome emails.


Step 3

Suppliers complete tasks

  • Email reminders keep things moving
  • Ask questions or clarify with comments
  • Summary page shows everything you need to know

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Customize this template

Or build your own

Loved by 4,500+ happy users


The perfect way to onboard suppliers

Your brand (even the emails)
Instantly know what's been done
Shows suppliers what to do
Chases up while you sleep
Everything lives in one place

Free plan No credit card needed

Customize this template

Or build your own

Easy to use — high adoption

There are no passwords, the UI is clean and simple, it's easy to ask questions, and they can invite others to help. We're obsessed with useability.


HubSpot ready

  • Start new onboarding plans inside HubSpot
  • Adds events to the timeline
  • Updates custom fields
  • Attaches photos and documents
Don't use HubSpot? No problem, it works great without it too.

White label (including emails)

Every interaction, from invite through to the task page, showcases your brand.

Does the chasing up

Never send a "checking in" email again.
We'll make sure tasks always get done, on time.

Helps you improve

We'll ask suppliers to rate their onboarding experience.

  • Helps you to constantly improve your processes
  • Make sure your team are delivering exceptional service

Free plan No credit card needed

Customize this template

Or build your own

Handles complex onboarding too

With advanced features like calculated due dates, sequential tasks, internal team tasks, a powerful dashboard, and more.


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