About this template
The Vendor Information Form is an essential tool for procurement teams, office managers, and business owners to standardize the onboarding of new suppliers. By centralizing company details, payment preferences, and contact information, you ensure that your vendor database remains accurate and audit-ready. This template eliminates the need for back-and-forth emails, providing a structured way to capture everything from business registration types to product categories.
Designed for efficiency, this form helps you verify the legitimacy of new partners while maintaining a clear record of their services. Whether you are vetting a new contractor or updating records for existing suppliers, this template provides a professional, consistent experience for your vendors. Once submitted, the data flows directly into your Google Sheets, making it easy to track, filter, and manage your entire supply chain in one place.
Key features
- Standardize data collection for all new suppliers.
- Capture key business details like tax IDs and payment terms.
- Easily export vendor data to Google Sheets for analysis.
- Include space for product catalogs and service descriptions.
- Professional layout that builds trust with new partners.
Use cases
- Onboarding new product suppliers for retail stores.
- Vetting independent contractors for construction projects.
- Collecting annual compliance updates from existing vendors.
- Registering new service providers for office operations.
What this form collects
- Company Legal Name (Short answer)Enter the full legal name of your business as registered.
- Primary Contact Person (Short answer)Who is our main point of contact for this account?
- Contact Email Address (Short answer)Provide the email address for official correspondence.
- Business Organization Type (Dropdown)Select your company structure.
- Year Founded (Short answer)Enter the year your company was established.
- Nature of Business (Paragraph)Briefly describe the primary products or services you provide.
- Website URL (Short answer)Enter your company website address.
- Supporting Documentation (Paragraph)Please provide a link to your W-9, insurance certificates, or other required documents hosted on a secure cloud service.
- Terms and Conditions (Multiple choice)Do you agree to our standard vendor terms and conditions?
FAQ
What information should I always collect from a vendor?
At a minimum, collect the legal business name, tax ID, primary contact person, payment terms, and a description of the products or services provided.
Can I use this form to collect tax documents?
Yes. You can add a text field for vendors to provide a link to their secure cloud storage (like Google Drive or Dropbox) where they have uploaded their W-9 or other tax documents.
How do I ensure the vendor information stays current?
We recommend sending this form to your active vendors once a year to confirm their contact details, payment information, and business status remain accurate.
Can I customize this form for different types of vendors?
Absolutely. Since this is a Google Form, you can easily add, remove, or reorder questions to suit specific vendor categories, such as software providers versus physical goods suppliers.
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.