Supplier Onboarding Form
Everything finance needs before the first invoice: company, banking, tax and compliance documents.
A ready-to-use manufacturing & industrial form for small teams who need a reliable intake process: 21 questions, 3 pages, 3 conditional rules.
- Questions
- 21
- Pages
- 3
- Layouts
- classic · card
- Conditional rules
- 3
Searches this template answers
- vendor onboarding form
- supplier registration form
- new vendor form
- supplier information form
- vendor application form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.
Page 1 of 3 — Company
Every question on this page is currently visible.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Financial disclaimer present — passingThis form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Supplier Onboarding Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in manufacturing & industrial.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 21 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 chasing missing details over email and turns each submission into a record your team can act on immediately.
- 12 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 full postal address.
- 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 Supplier 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 advanced show logic: if “Is the supplier outside your country?” is Yes, the form dynamically exposes “IBAN and SWIFT”. Otherwise that question never appears.
- Features conditional validation: if “Is the supplier outside your country?” is Yes, “IBAN and SWIFT” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Do you hold current liability insurance?” is No, the form dynamically exposes “Insurance warning”. 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.
About this template
New supplier setup fails in the same place every time: the invoice arrives before the bank details, the tax form or the insurance certificate, and payment is delayed while three people email attachments around. This form collects all of it once, in the order accounts payable needs it. The company page establishes the legal entity rather than the trading name, which is what payments must match. The banking page pairs a remittance email with the account details so payment advice reaches someone who reconciles rather than a general inbox, and an overseas supplier is required to add IBAN and SWIFT details before submitting. The compliance page gathers the certificates that otherwise surface during an audit: insurance, tax documentation and any diversity certification your reporting requires, with a supplier code acceptance recorded against the submission. Because it is one form, the supplier completes it in a sitting instead of over two weeks of reminders.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — Company
- Legal company namerequired
- Trading name
- Company registration numberrequired
- VAT or tax IDrequired
- Registered address
- Website
Page 2 — Contacts and banking
- Primary contactrequired
- Primary contact emailrequired
- Primary contact phonerequired
- Remittance emailrequired
- Bank namerequired
- Account number and sort coderequired
- Is the supplier outside your country?required
- IBAN and SWIFT
- Payment terms requested
Page 3 — Compliance
- Do you hold current liability insurance?required
- Insurance warning
- Insurance certificate
- Tax form
- Diversity certification
- I agree to the supplier code of conductrequired
21 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Is the supplier outside your country?”
- Reveals questions
If “Is the supplier outside your country?” is Yes, the form reveals “IBAN and SWIFT”.
- Makes answers required
If “Is the supplier outside your country?” is Yes, “IBAN and SWIFT” becomes required before the form can be submitted.
Driven by “Do you hold current liability insurance?”
- Reveals questions
If “Do you hold current liability insurance?” is No, the form reveals “Insurance warning”.
Set it up step by step
- 1
Send it before the first purchase order
Onboarding after the work has started is what creates the payment delays everyone blames on finance.
- 2
Verify bank details out of band
Confirm account changes by phone to a known number; supplier bank fraud almost always arrives as a convincing email.
- 3
Diary certificate expiry
Insurance certificates lapse. Record the expiry date when you file the upload and re-request before it passes.
- 4
Set payment terms centrally
Treat the requested terms as a request, not a commitment, and confirm the agreed terms in writing.
Mistakes to avoid
- Accepting the trading name only, so payments fail against the legal entity on the bank account.
- Changing bank details on the strength of an emailed request without a verification call.
- Collecting certificates once and never checking whether they are still valid.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
- Purchase Order Request
- RFQ Submission Form
- Goods Received Note
What to do with the responses
Verify the bank details independently, create the supplier record with agreed payment terms, and diary the insurance expiry date.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the supplier onboarding form, matched on the words people actually search for.
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Privacy & compliance
This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.
Frequently asked questions
Is it safe to collect bank details on a form?
Responses are stored against your account with restricted access, but always verify any account details or changes by phone before paying.
What documents should I insist on?
At minimum tax documentation and liability insurance. Add sector-specific certificates to the compliance page as your policy requires.
Can suppliers update their details later?
Send them an edit link to their own submission, and treat any bank change as requiring re-verification.
What pairs with this form?
The RFQ Submission Form for pricing, and the Purchase Order Request once a supplier is approved for spend.
Is the Supplier Onboarding Form template free to use?
Yes. You can preview and test Supplier 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 Supplier Onboarding Form template ask for?
It asks 21 questions across 3 pages, 12 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 Supplier 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 manufacturing & industrial form work?
3 conditional rules ship with the template: Features advanced show logic: if “Is the supplier outside your country?” is Yes, the form dynamically exposes “IBAN and SWIFT”. Otherwise that question never appears. Features conditional validation: if “Is the supplier outside your country?” is Yes, “IBAN and SWIFT” becomes mandatory before the form can be sent. Features advanced show logic: if “Do you hold current liability insurance?” is No, the form dynamically exposes “Insurance warning”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Supplier 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 Supplier 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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