Vendor Onboarding Template

Run every new vendor through the same intake before they start work. This template gives operations and purchasing teams one record per onboarding request, tracking the W-9, certificate of insurance, background check, banking setup, and references through to approval.

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Riverside Ops
Vendor Onboarding
Vendors
File Library
Vendor Onboarding5 in progress · 2 under review MRJLTKPipelineNew request
AskSearchFilterSortGroups (7)
Vendor
Priority
Request Date
W-9
COI
References
Information Gathering(3)
Northwind HVAC
Expedited
Mar 10
Yes
No
No
Summit Security
Standard
Mar 08
No
No
No
Under Review(2)
Bayside Janitorial
Urgent
Mar 04
Yes
Yes
Yes
Peak Elevator
Standard
Mar 02
Yes
Yes
No
Approved(4)
Bright Electric
Standard
Feb 21
Yes
Yes
Yes

How the Vendor Onboarding Workflow Works

Open the request

Create an onboarding record with the Request Date and an Onboarding Priority of Standard, Expedited, or Urgent. Vendors can also submit their own request through the External Form.

New onboarding request
VendorNorthwind HVAC
Request DateMar 10, 2026
PriorityStandardExpeditedUrgent

Collect the documents

Track W-9 Received, COI Received with its COI Expiration Date, Background Check, Banking Setup, and References Checked, and attach files in Onboarding Documents.

Northwind HVACInformation Gathering
W-9 Received
COI ReceivedExpires Jan 31, 2027
Background Check
Banking Setup
References Checked

Review and approve

The request moves through New Request, Information Gathering, Under Review, and Approved or Rejected. The Approver and Approval Date record who signed off and when.

Bayside JanitorialApproved
StatusApproved
ApproverDCDana Cole
Approval DateMar 12, 2026
DocumentsW-9 · COI · 2 references

Benefits of This Vendor Onboarding Workflow

  • No vendor starts work unvetted

    Every requirement is a field on the record, so it is clear what is still missing before a vendor is approved.

  • Insurance gaps are caught up front

    COI Received and COI Expiration Date show whether coverage is on file and current before the first job.

  • A clear record of who approved what

    The Approver and Approval Date remain on each record for audits and disputes.

What’s Included in This Workflow

Onboarding records

Status, Vendor, Onboarding Priority, Request Date, the five requirement fields, COI Expiration Date, Approver, Approval Date, Onboarding Documents, and Notes.

  • W-9 Received
  • COI Received
  • Background Check
  • Banking Setup
  • References Checked

Pipeline view

A list grouped by all seven statuses, showing priority, request date, and W-9, COI, background check, and reference status for each request.

  • New Request
  • Information Gathering
  • Under Review
  • Approved
  • Rejected

External Form

A public intake form so vendors can start their own onboarding.

  • Public form
  • Self-service

Customize the Workflow for Your Team

Add requirements your team checks, such as a safety program, license, or signed MSA. Point the Vendor field at your Vendors workspace so each onboarding links to the vendor record. Coast AI can create the vendor record when onboarding is approved, or remind the approver when a request reaches Under Review.

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FAQs About Vendor Onboarding

What happens when I add this workflow to Coast?

Coast creates a Vendor Onboarding workspace with seven statuses, including New Request, Under Review, Approved, and Active, the requirement fields, a pipeline list, and an External Form.

How can Coast AI help with this workflow?

Coast AI can add requirements and automations, and answer questions from your data, such as which vendors are still missing a W-9.

How does this work with the Vendors template?

Vendor Onboarding handles intake and approval. Vendors is the master list once a vendor is approved. Link the two so each onboarding points to its vendor record.

Can I bring in vendors already in onboarding?

Yes. Import a spreadsheet of in-progress requests with their current status and document fields.

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