About this template
A new vendor form is an essential document that details the specific requirements, legal structures, and payment specifications for suppliers and contractors doing business with your company. By using a standardized intake form, you ensure that every incoming vendor provides accurate tax identification numbers, correct remittance addresses, and clear descriptions of the services or goods they provide.
Streamlining your vendor onboarding process prevents payment delays, reduces administrative overhead, and keeps your accounting and procurement departments fully organized. Whether you are adding a single independent contractor or onboarding a major supplier, collecting this information digitally removes the friction of back-and-forth emails and paper documents.
With Doc2Form, you can instantly turn your document workflows into live Google Forms, making it easy to share intake questionnaires with prospective partners and capture clean, structured responses directly in your Google Workspace.
Key features
- Collect Tax IDs, EINs, and legal entity details in one submission.
- Streamline payment setup with dedicated remit-to address fields.
- Organize service descriptions and expected invoice amounts.
- Eliminate manual data entry and lost paper documents.
Use cases
- Onboarding new independent contractors and consultants.
- Registering product suppliers for retail inventory.
- Collecting W-8BEN or tax compliance data from international vendors.
- Setting up recurring service providers in your accounts payable system.
What this form collects
- Company Legal Name (Short answer)Enter the full legal name of your business or corporation.
- Principal Contact Name (Short answer)Provide the name of the primary individual managing this account.
- Email Address (Short answer)Where should purchase orders and payment notifications be sent?
- Phone Number (Short answer)Include area code and country code if applicable.
- Business Physical Address (Paragraph)Enter your primary business street address, city, state, and ZIP code.
- Legal Entity Type (Dropdown)Select the classification that best describes your business structure.
- Tax ID or EIN (Short answer)Enter your Employer Identification Number or Social Security Number for tax reporting.
- Work Performed in the U.S. (Multiple choice)Will all or part of the services be performed physically within the United States?
- Services or Products Description (Paragraph)Briefly describe the goods or services your company provides.
- Expected Average Invoice Amount (Dropdown)Select the expected average range per invoice.
- Remit-To Address (Paragraph)Provide the address where payments should be mailed, if different from your physical address.
- Form Preparer Name (Short answer)Enter the full name of the person filling out this form.
- Authorization Date (Date)Select today's date.
- Authorized Signature (Short answer)Please type your full legal name to serve as your digital signature and acknowledgment of accuracy.
FAQ
What is the primary function of the new vendor form?
It collects essential company details, tax identification numbers, contact information, and payment terms from new vendors and contractors before issuing purchase orders or payments.
Can I customize the fields to match our company's procurement requirements?
Yes! Because the template converts directly into a Google Form, you can easily add, remove, or edit any questions to suit your specific business needs.
How does this template improve the vendor onboarding process?
It standardizes the information you collect, ensuring your finance and operations teams receive complete and accurate data on the first submission without manual follow-up.
Can I connect this form to Google Sheets for tracking?
Yes. Google Forms automatically links responses to a Google Spreadsheet, giving your team an instant, centralized log of all registered vendors.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.