Vendor Onboarding Form — shared by the community
Tom H. shared this 14-question build with 3 conditional rules already wired up. Test it below, then take a copy.
A ready-to-use finance, insurance & tax form for advisers, brokers and finance teams: 14 questions, 3 pages, 3 conditional rules.
- Shared by
- Tom H. · Agency owner
- Questions
- 14
- Replies
- 4
- Copies taken
- 709
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Live preview and test console
This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.
Page 1 of 3 — Business details
Every question on this page is currently visible.
Works for you? Take Tom H.'s copy into your own workspace — questions, rules and settings included.
Who this template is for
Vendor Onboarding Form is built for advisers, brokers and finance teams who need to collect structured financial detail with a clear audit trail.
- Advisers, brokers and finance teams working in finance, insurance & tax.
- Teams who need to collect structured financial detail with a clear audit trail without writing code or paying for a custom build.
- Anyone replacing incomplete applications that fail compliance review with one structured record per enquiry.
- Respondents are clients and applicants — the form asks them 14 questions across 3 screens.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of incomplete applications that fail compliance review and turns each submission into a record your team can act on immediately.
- 5 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It accepts a document or photo upload as evidence.
- It captures a numeric value you can filter and sort on.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Vendor Onboarding Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features conditional hiding: if “Business structure” is Sole proprietor/individual, “Business registration number” is removed from the form and is never submitted.
- Features advanced show logic: if “Country of registration” is United States, the form dynamically exposes “Upload W-9 form”. Otherwise that question never appears.
- Features advanced show logic: if “Country of registration” is Outside the United States, the form dynamically exposes “Upload W-8BEN or local tax form”. Otherwise that question never appears.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
What this form asks
Page 1 — Business details
- Legal business namerequired
- Primary contact namerequired
- Email addressrequired
- Phone number
- Business structurerequired
- Business registration number
- Country of registrationrequired
Page 2 — Banking & tax
- Bank account details for payment
- Upload W-9 form
- Upload W-8BEN or local tax form
Page 3 — Ordering preferences
- Minimum order quantity or value
- Standard lead time
- Preferred invoicing frequency
- Anything else we should know before placing our first order?
Conditional logic in this build
- When “Business structure” is Sole proprietor/individual, hide “Business registration number”.
- When “Country of registration” is United States, show “Upload W-9 form”.
- When “Country of registration” is Outside the United States, show “Upload W-8BEN or local tax form”.
Questions about this shared form
How is this different from Wholesale Application?
Wholesale Application screens retailers who want to buy from you. This Vendor Onboarding Form does the opposite — it sets up a supplier you plan to buy from, including their banking and tax details.
Do we still need Purchase Order Form after onboarding?
Yes — this form only sets up the vendor record once; every actual order still goes through Purchase Order Form referencing the vendor you've onboarded here.
What if the vendor invoices us directly instead of us raising POs?
That's fine — point them to Invoice Request Form or your standard invoicing process once onboarding is complete.
Is a W-9 always required?
Only for US-registered vendors as shown in the logic; vendors outside the US should upload their local equivalent, such as a W-8BEN, instead.
Is the Vendor Onboarding Form template free to use?
Yes. You can preview and test Vendor Onboarding Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Vendor Onboarding Form template ask for?
It asks 14 questions across 3 pages, 5 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Vendor Onboarding Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this finance, insurance & tax form work?
3 conditional rules ship with the template: Features conditional hiding: if “Business structure” is Sole proprietor/individual, “Business registration number” is removed from the form and is never submitted. Features advanced show logic: if “Country of registration” is United States, the form dynamically exposes “Upload W-9 form”. Otherwise that question never appears. Features advanced show logic: if “Country of registration” is Outside the United States, the form dynamically exposes “Upload W-8BEN or local tax form”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Vendor Onboarding Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Vendor Onboarding Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Can respondents upload files?
Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.
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