Onboarding is the cheapest moment to prevent problems. A supplier that passes a clear checklist is far less likely to cause a payment error, an audit finding or a supply failure later.
Identity and legal
Confirm that the legal name, tax ID and address match the registration document. Check that the tax ID is not already in your supplier list under another name, which is the classic duplicate. Identify the person authorised to sign.
Bank and finance
Bank fraud often starts with a changed IBAN. Make sure the account holder matches the legal name, validate the IBAN, and keep the bank letter on file. Treat later bank changes as a request that needs approval, not a form edit.
Quality and compliance
Collect the certificates your category requires, record every expiry date and set reminders. Check insurance and any licences or permits. Screen against sanctions and exclusion lists where they apply.
Risk, ESG and relationship
Rate criticality, note single points of failure, collect the ESG or code-of-conduct questionnaire, name contacts for sales, quality and finance, and record the approval with its scope and validity date.
Make it repeatable
A checklist helps only if it is followed every time. Our free onboarding checklist lists the 20 checks in a printable format, and a platform can run the same checks as a flow with approvals and reminders.