Vendor onboarding that gets the W-9 before the first invoice
A ready-made vendor onboarding workflow for any service business. Vendors sign and upload the W-9 and insurance in their portal. Your team reviews and approves.
- Steps
- 11 steps
- Typical length
- 1 to 2 weeks
- Who’s involved
- Vendor, Operations, Owner or manager, Bookkeeper, Project lead
- Works with
Google Drive
Dropbox
SharePointQuickBooks
Xero
Calendly+1
The workflow, step by step
Click any step to see who does it, when it starts and what the client sees.
- 1
Invite the vendor
2 steps - 2
Collect and sign
3 steps - 3
Review and approve
3 steps - 4
Start the work
3 steps
Vendors show up before their insurance does
The freelancer starts Monday. The W-9 is unsigned, the insurance certificate expired in March and nobody sent the NDA.
Paperwork before access
The W-9, the certificate and the NDA are in before anyone gets a login.
Bank details stay out of email
Payment setup happens in your accounting tool, never in a form or a reply.
Renewals on someone's list
The certificate's expiration date becomes a team to-do, so lapsed coverage gets caught.
- Fill out the vendor profile
- Upload the W-9 and insurance certificate
- Sign the NDA and service agreement
- Answer the security questions
Put this workflow to work
See it running in a portal with your firm’s logo and colors.
Implement this workflowIt's the set of steps every new vendor, subcontractor or freelancer goes through before they start, from the profile and W-9 to approval and access, run the same way every time. In Hubflo, the vendor's steps show up in their portal and your team's steps show up as tasks.
