Overview
Save time collecting information from vendors, with a tailored vendor onboarding experience you can launch directly from a procurement request approval workflow. Approval of procurement requests can be made dependent on vendor onboarding completion, or done in parallel.
Jump to:
- Add vendor onboarding to approvals
- Set up custom forms for vendor onboarding
- Submit a Procurement request to trigger vendor onboarding
- Vendor experience
Add vendor onboarding within approval workflow (Admin only)
Add vendor onboarding as a step in approval workflow
Within a Procurement spend program, edit the approval workflow and add a Vendor onboarding step. Note that doing this will require a vendor contact to be added to any vendors that are onboarded.
Trigger request for payment, tax, and/or custom form information
Once added, you can now trigger payment, tax, and/or custom form collection from the vendor.
Require completion of forms in order for spend to be approved (Optional)
Turning on "Require completion of all forms" will require all forms to be completed by the vendor before the request is approved. This defaults to being turned off, which means the request can be approved regardless of the forms being submitted.
Set up custom forms to send in vendor onboarding (Admin only)
Create custom forms
Admins can create custom forms (e.g. security questionnaires, compliance forms) to onboard vendors as part of the approval flow. Go to Vendors -> Vendors settings -> Vendor onboarding to create a custom form or you can create one directly within the Vendor onboarding step in the approval flow.
Map form responses to vendor profile and vendor custom fields
When setting up the form, you have the option to map form responses to vendor profile fields, and any vendor custom fields that have been set up.
Preview and save
Hit "Preview" next to Edit to see how the form will look like as a vendor. Once you save the form, it will appear under "Onboarding forms" and can be edited at any time. Follow the steps above to add a custom form to your vendor onboarding flow.
Submit a procurement request to trigger vendor onboarding
Submit a request and include the vendor
If you create a new vendor in a procurement request, you will be prompted to fill out the vendor contact details for the onboarding forms to be sent too. If you select an existing vendor that is missing an email contact, that will need to be added in order to proceed. You can also choose to edit the existing contact information for a vendor to add or update any details.
View vendor onboarding step in approval workflow
After submitting the request, you can view this step in the approval workflow and see which forms still need to be completed. And like all Procurement activity, vendor onboarding activity is logged within Ramp's activity feed.
Remind vendor to submit forms
If the vendor is taking a bit too long to submit their information, you can send the vendor a reminder directly from the purchase order.
View forms
You can view any forms vendors have submitted on their vendor profile in the "Vendors" tab, You can also see this information directly on the relevant purchase order.
Vendor Experience (Vendors only)
Receive an email with link to submit forms
Once the vendor onboarding step is triggered in an approval workflow, the vendor will receive the below email to fill out the necessary forms.
Vendor Portal
This link will bring them into the vendor portal where they will fill out and submit the information that will now be a part of their vendor profile.
Use cases and examples
- You need to collect W9's and security/compliance certificates in order to properly evaluate a new vendor
- You need to request business information, tax information, payment details, security and compliance certificates, diversity certificates, etc. from a vendor
To read about vendor onboarding from bill pay, read this article.