Supplier Set-up Form

A supplier onboarding form that collects everything you need before paying a new supplier: legal identity, VAT and tax status, bank details, insurance, compliance information and your internal due diligence checks. It includes a mandatory telephone call-back procedure and a separate form for changes to bank details – the point at which most invoice fraud happens.

• Before setting up any new supplier in your accounting or payment system
• Whenever a supplier asks to change its bank details, name or address
• When refreshing records for existing suppliers (for example annually for key suppliers)

• Send Parts 1 to 6 to the supplier to complete and sign, with evidence of their bank details
• Your team completes Parts 7 to 9: checks, call-back verification and approval
• Do not pay the supplier until every internal box is complete and approved
• Keep the completed form with the supplier record