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Operations · 18 steps · updated 1w ago

Vendor Onboarding

Procurement through payment setup in one traceable flow.

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Steps

Owner · Business Operations

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  1. Submit the vendor request

    Business case, expected spend and internal sponsor.

  2. Check for duplicates

    Search the vendor registry for overlapping tools.

  3. Confirm budget owner

    Named cost centre before any vendor conversation.

  4. Request security questionnaire

    Standard questionnaire plus latest SOC 2 or ISO report.

  5. Run the security review

    Data classification determines review depth.

  6. Review data processing terms

    DPA required for any personal data.

  7. Assess vendor criticality

    Tier the vendor for continuity planning.

  8. Negotiate commercials

    Term, ramp, exit rights and price protection.

  9. Legal review

    Redline against the clause matrix.

  10. Collect tax and banking details

    Verified through a callback to a known contact.

  11. Create the vendor record

    Registry entry with owner, tier and renewal date.

  12. Set up purchase order

    PO must exist before the first invoice.

  13. Configure access

    SSO and least-privilege roles from day one.

  14. Schedule the kickoff

    Vendor, sponsor and admin owner in the same call.

  15. Define success metrics

    What justifies renewal, agreed up front.

  16. Set the renewal reminder

    90 days before auto-renewal deadline.

  17. Document the runbook

    Support contacts, escalation path and admin owner.

  18. Close the request

    Attach all artifacts and mark the intake complete.