Workflow Template

Supplier Onboarding Workflow

Registers a new supplier, acknowledges receipt, runs procurement due diligence with risk rating, escalates high-risk suppliers to compliance, requires procurement manager approval, and sets up approved suppliers in finance — tracking status through to Active or Rejected.

Chasing supplier documents over email, losing track of who's checked insurance certificates, and forgetting to escalate risky vendors all slow down procurement and create gaps in due diligence records. This workflow captures new supplier registrations through a request form, walks each one through procurement due diligence with a risk rating, automatically escalates high-risk suppliers to compliance, and requires procurement manager approval before finance sets them up. The result is a single record per supplier with a clear reference number, status and timeline, so teams always know where an application stands and why a decision was made.

Business Outcomes

Reduces time spent chasing suppliers for missing documents or bank details
Makes risk-rating and compliance escalation more consistent across applications
Shortens the path from registration to Active status for low-risk suppliers
Gives procurement, compliance and finance a shared view of each supplier's progress
Cuts back-and-forth emails by notifying suppliers automatically at each key decision

Workflow Steps

Steps

1
Create Supplier Recordcreate record
Creates the supplier record from the submitted registration form.
2
Set Status: Application Receivedupdate record
Sets the supplier status to Application Received.
3
Send Acknowledgement Emailsend email
Emails the supplier an acknowledgement with their reference number.
4
Set Status: Due Diligenceupdate record
Sets the supplier status to Due Diligence.
5
Procurement: Verify Suppliercreate task
Procurement verifies registration, insurance and documents, and records checks completed, risk rating and notes.
6
Save Due Diligence Resultsupdate record
Saves the checks completed, risk rating and notes to the supplier record.
7
Route on Risk Rating
Routes high-risk suppliers to compliance review; low/medium proceed to manager approval.
risk_rating: "High"→Set Status: Compliance Review
risk_rating: "Medium"→Procurement Manager Approval
risk_rating: "Low"→Procurement Manager Approval
Default→Procurement Manager Approval
8
Set Status: Compliance Reviewupdate record
Sets the supplier status to Compliance Review for high-risk suppliers.
9
Compliance: Review High-Risk Suppliercreate task
Compliance reviews the high-risk supplier and records the compliance outcome and notes.
10
Save Compliance Resultsupdate record
Saves the compliance outcome and notes to the supplier record.
11
Route on Compliance Outcome
Routes not-cleared suppliers to rejection; cleared suppliers proceed to manager approval.
compliance_outcome: "Cleared"→Procurement Manager Approval
compliance_outcome: "Not cleared"→Set Status: Rejected (Compliance)
Default→Set Status: Rejected (Compliance)
12
Set Status: Rejected (Compliance)update record
Sets the supplier status to Rejected following a Not Cleared compliance outcome.
13
Email Supplier: Not Approved (Compliance)send email
Emails the supplier that their application was not approved following compliance review.
14
Procurement Manager Approvalrequest approvalrequires approval
The procurement manager approves or rejects the supplier application.
15
Route on Manager Decision
Routes approved suppliers to finance setup and rejected suppliers to rejection notice.
approval_status: "approved"→Finance: Set Up Supplier
approval_status: "rejected"→Set Status: Rejected (Manager)
Default→End
16
Set Status: Rejected (Manager)update record
Sets the supplier status to Rejected following manager rejection.
17
Email Supplier: Not Approved (Manager)send email
Emails the supplier that their application was not approved by the procurement manager.
18
Finance: Set Up Suppliercreate task
Finance sets up the approved supplier in the finance system and records the supplier number.
19
Save Supplier Numberupdate record
Saves the supplier number to the supplier record.
20
Set Status: Activeupdate record
Sets the supplier status to Active.
21
Email Supplier: Welcomesend email
Emails the supplier a welcome message with their supplier number.

Fields

Show all 20 fields

FormSupplier Registration Form

Business Name*· Text
Business/Tax Registration Number*· Text
Contact Name*· Text
Contact Email*· Email
Contact Phone*· Phone
Business Address*· Long text
Supply Type*· Choice
Description of Supply*· Long text
Bank Account Name*· Text
Bank Account Number*· Text
Bank Routing/BSB/Sort Code*· Text
Insurance Certificate*· File upload
Other Required Documents· File upload

TaskProcurement: Verify Supplier

Checks Completed*· Checkboxes
Supplier Risk Rating*· Choice
Due Diligence Notes· Long text

TaskCompliance: Review High-Risk Supplier

Compliance Outcome*· Choice
Compliance Notes· Long text

TaskFinance: Set Up Supplier

Supplier Number*· Text

Other fields

Supplier Status· Choice

Business Name*
Business/Tax Registration Number*
Contact Name*
Contact Email*
Contact Phone*
Business Address*

Forms

Supplier Registration Form

13 fields

Data Views

Supplier Onboarding Overview

business_name, supply_type, risk_rating, supplier_number +1 more

Dashboard Widgets

Suppliers by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

suppliervendoronboardingdue diligenceprocurementcompliance

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FAQs

What happens if a supplier is rated high risk?

The workflow sets the status to Compliance Review and assigns a task for compliance to review the supplier, recording a Compliance Outcome and Compliance Notes. If the outcome is Not Cleared, the supplier is set to Rejected and notified by email; if Cleared, the application proceeds to procurement manager approval.

Can this handle suppliers rated low or medium risk differently from high risk?

Yes, the routing step checks the Supplier Risk Rating recorded by procurement and sends Low and Medium ratings straight to procurement manager approval, skipping the compliance review step. Only High-rated suppliers are routed to compliance, keeping the process faster for lower-risk applications.

What if the procurement manager rejects the application?

The workflow sets the status to Rejected and emails the supplier to let them know their application was not approved by the procurement manager. This decision, along with the earlier due diligence and compliance results, remains visible in the record's timeline.

Who is responsible for each step in the process?

Procurement verifies registration, insurance and documents and records the risk rating; compliance reviews high-risk suppliers when escalated; and the procurement manager gives final approval. Finance completes the last step by setting up approved suppliers and recording their supplier number.

What information does the supplier need to provide upfront?

The public request form collects business details, tax registration number, contact information, supply type and description, bank account details, an insurance certificate, and any other required documents. This information creates the supplier record and status Application Received as soon as it's submitted.

What if we need to change the due diligence or approval steps later?

A workspace admin can describe the change in plain English or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. This makes it straightforward to adjust risk-rating thresholds, add tasks, or change routing without starting from scratch.

Does the supplier need an account to respond during onboarding?

No, suppliers take part through the public request form and through forms emailed to them, without needing to create an account. They receive acknowledgement, rejection or welcome emails at the relevant points in the process.

What happens once a supplier is approved and set up in finance?

Finance completes a task to set up the supplier and records the Supplier Number on the record. The workflow then sets the status to Active and emails the supplier a welcome message that includes their supplier number.

How can we track where a supplier application currently stands?

Each supplier is a record with a reference number, a status such as Application Received, Due Diligence, Compliance Review, Rejected or Active, and a timeline showing what happened at each step. Table views and dashboards display records grouped by status so teams can see progress at a glance.

What if a business needs to confirm its own compliance requirements for supplier due diligence?

The workflow records the checks completed, risk rating, compliance outcome, notes and decisions in the supplier's timeline, giving a clear history of what was reviewed and by whom. Each business should confirm its own regulatory or audit obligations, as the workflow supports record-keeping but does not determine compliance requirements.

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