New Vendor Request

New vendor requests submitted through email or informal processes give procurement and finance teams an inconsistent record of the vendor's profile, financial and banking details, certifications, and the requester's assessment of the vendor's quality and reliability. References are not captured alongside the request. Previous experience with the vendor is not documented. Certifications, insurance coverage, and business registration details arrive separately or are omitted entirely. Without a centralized, structured vendor intake process, evaluating and onboarding new vendors consistently and maintaining an auditable record of each engagement decision requires more effort than it should.

The New Vendor Request template for SharePoint, built with Infowise Ultimate Forms, provides a comprehensive vendor request form capturing vendor contact details, vendor type, years in business, products or services offered, business registration number, country of origin, payment terms, currency preference, banking details, tax identification number, certifications, insurance coverage, supporting attachments, previous experience with the vendor, references, quality and reliability assessment, requester details, submission date, and a manager approval section. Every request is stored as a complete, auditable record in SharePoint.

How it works

Vendor contact and identity details

The form captures the vendor name, the contact person's name, their position or role, contact email, contact phone number, and optionally the vendor website. Capturing a clearly identified contact person and their role at the point of the request ensures the procurement team has a direct point of contact for due diligence follow-up without searching for vendor contact information separately.

Vendor profile

The form captures the vendor type, years in business, and primary products or services offered alongside the business registration number and country of origin. Capturing the vendor's profile in structured columns enables the procurement team to assess the vendor's size, sector, and legitimacy at the intake stage, and provides the compliance team with the registration information needed for supplier due diligence checks.

Financial and banking details

The form captures the preferred payment terms, currency preference, banking details, and tax identification number. Capturing financial details within the vendor request record ensures the accounts payable team has the information needed to set up the vendor in the financial system without a separate onboarding process, and provides a documented record of the banking details authorized at the point of vendor approval.

Certifications, insurance, and attachments

The form captures any relevant certifications — such as ISO or GMP accreditations — and insurance coverage details. A file attachment column allows supporting documents to be linked directly to the vendor request record. Capturing certification and insurance details in a structured format at the intake stage ensures the procurement and compliance teams can verify the vendor's qualifications without requesting documentation separately after the approval decision has already been made.

Previous experience, references, and quality assessment

The form captures the requester's previous experience working with the vendor and any references they can provide. A quality and reliability assessment column gives the requester the opportunity to document their evaluation of the vendor's performance based on prior knowledge or due diligence. Capturing the requester's assessment alongside the factual vendor profile gives the approving manager the evidence base needed to make an informed decision.

Requester details and approval

The requester's name, department, and submission date are captured in dedicated columns. A manager approval section captures the approving manager's name, their approval decision, and any comments or additional requirements. Documenting the approval decision within the same record as the vendor profile and assessment creates a complete, auditable vendor onboarding record.

What you get

• A comprehensive new vendor request capturing contact details, vendor type, years in business, products or services, and business registration number
• Payment terms, currency preference, banking details, and tax identification number for accounts payable setup
• Certifications, insurance coverage, and supporting document attachments for compliance verification
• Previous experience with the vendor, references, and quality and reliability assessment
• Requester name, department, and submission date alongside manager approval with comments
• Every request stored as a complete, auditable record in a standard SharePoint list
• Extendable with automated submission notifications and approval workflows using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The New Vendor Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All vendor request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.