Onboard a supplier
Confirm supplier identity and payment instructions before normal invoice processing.
5 stages · 1 approval
Roles and responsibilities
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Identify the supplier
AP Manager checks the legal name, trading name and existing supplier records before creating Vendors. Retain the supplier number and source identity so another intake channel does not create the same payee again.
Collect contacts and documents
AP Manager records VendorContacts, payment terms, remit-to details and the relevant tax-document reference. Missing documentation remains visible for follow-up. A received attachment is evidence to inspect, not an automatic confirmation of every value it contains.
Request bank verification
AP Manager enters the proposed destination and authorization evidence. Keep the source request available for the independent review. An emailed request or portal edit does not by itself authorize a new destination for the next payment run.
Confirm the destination
Controller / CFO independently confirms the bank-account information and records the verifying identity and time. The initiating identity cannot supply its own second confirmation; the configured bank-change process must enforce the distinction.
Enable the permitted use
AP Manager resolves the remaining onboarding requirements and activates the supplier for its permitted work. AP Clerk receives masked processing access, and a Vendor User receives only own-supplier scope. Historical supplier identities remain available when a vendor later closes.
1 approval required in this process
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Confirm the destination
Controller / CFO signs · enable the permitted use waits
Vendors, Employees
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Identify the supplier | Vendors | Create the supplier identity |
| 2 Collect contacts and documents | VendorsVendorContacts | Record the onboarding evidence |
| 3 Request bank verification | Vendors | Prepare a destination change for review |
| 4 Confirm the destination | VendorsEmployees | Record independent confirmation |
| 5 Enable the permitted use | VendorsVendorContacts | Make the verified supplier available |
Agent support
An agent cannot supply an independent human bank confirmation, approve beyond the acting identity's authority or report an external payment as cleared without bank evidence. Respect the same supplier and field scopes as every other client. Keep unresolved extraction and matching questions visible.
Other processes
3 moreInvoice to approval
Connect the invoice, receipt evidence and decision before the bill becomes eligible for payment.
5 stages · 1 approval
Prepare and release payments
Separate payment selection, release authority and confirmed settlement.
5 stages · 2 approvals
Prepare year-end reporting
Review reportable payments and missing documents before the filing-partner handoff.
5 stages · 1 approval