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New Supplier & Vendor Setup Form

A new supplier and vendor setup template — capture a supplier’s company, contact, payment and tax details so finance can set them up cleanly.

Description

Before you can pay a new supplier, finance needs their details set up correctly. This new supplier and vendor setup template collects everything in one go — company, contact, tax and payment details — so a new production house, freelancer or media owner is ready to invoice without delays.

It captures the supplier or company name and type, main contact and address, company registration and VAT details, payment terms, and a bank details or setup document upload. It also flags whether insurance and compliance documents are on file and whether the supplier’s costs are typically rechargeable to clients.

Ideal for agencies and studios that work with a lot of external suppliers. Use it to onboard vendors consistently, keep finance records clean, and avoid the first-invoice scramble. Customize the supplier types, add your branding, and embed it internally or share a link in minutes.

Form fields

Everything the New Supplier & Vendor Setup Form above collects — 14 fields across 2 pages, so you can see exactly what it captures before you make it your own.

Set Up a New Supplier

  • Supplier / company name

    Short Answer Icon
    Short Answer

  • Type of supplier

    Dropdown Icon
    Dropdown

  • Main contact name

    Short Answer Icon
    Short Answer

  • Email address

    Email Icon
    Email

  • Contact number

    Telephone Icon
    Telephone

  • Registered address

    Address Icon
    Address

Payment & Compliance

  • Company registration number

    Short Answer Icon
    Short Answer

  • Are they VAT registered?

    Yes/No Icon
    Yes/No

  • If yes, VAT number

    Short Answer Icon
    Short Answer

  • Payment terms

    Short Answer Icon
    Short Answer

  • Bank details / setup document

    Upload Icon
    Upload

  • Do we have insurance / compliance docs on file?

    Yes/No Icon
    Yes/No

  • Rechargeable to clients?

    Dropdown Icon
    Dropdown

  • Set up by

    Name Icon
    Name
Use Template Arrow Right Icon

Template FAQs

Common questions about the New Supplier & Vendor Setup Form — what it captures, when to use it, and how to make it your own.

What is a supplier setup form?

A supplier setup form collects a new vendor’s company, contact, tax and bank details in one place, so finance can add them to the system and pay their invoices correctly from the very first one — without the delays that come from missing or unverified payment details.

What should a new vendor form include?

Company name and type, main contact and address, company registration and VAT numbers, payment terms, bank or setup documents, and whether compliance documents are on file. Capturing it all up front gives finance a complete supplier record and avoids a first invoice stalling for missing details.

Why capture VAT and bank details at setup?

Because finance needs verified payment and tax details to process invoices correctly. Collecting them at onboarding, rather than when the first invoice lands, avoids a delayed or bounced payment and gives you a clean record for audit and compliance from the outset.

Should you record whether a supplier is rechargeable to clients?

Yes — knowing whether a supplier’s costs are usually passed to clients or absorbed internally helps finance bill accurately and recover recharges later. This form captures it at setup, so the recharge decision is on record rather than worked out invoice by invoice.

Who completes the supplier setup form?

Usually the person engaging the supplier, or the supplier themselves, with finance reviewing the details and adding them to the system once everything is verified. Using one form keeps every new supplier’s information consistent and complete, wherever in the agency the relationship started.

Is this supplier setup template free and editable?

Completely free. Edit the supplier types and fields to match your finance process, restyle it, and embed it internally or share a link in minutes. No coding needed — just a free Fun Forms account to collect responses.

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