Supplier Onboarding

Module Overview

The Supplios Supplier Onboarding Module helps streamline the onboarding of new suppliers, including gathering the necessary documentation and information from suppliers, coordination of review and approval tasks across departments, import of data from external sources, and the updating of Supplios and other systems along the way.

The module is built to automate, accelerate, and organize supplier onboarding and approval workflows.

It typically solves problems such as:

• Lengthy, disorganized onboarding processes
• Incomplete and/or outdated contact information on key suppliers
• Disorganized approval processes for changing a supplier's status
• Missing critical supplier risk, compliance, and legal information

It can support three related workflow types:

• New Supplier Onboarding: Move an unknown or new supplier through data collection, review, approvals, and final supplier setup.
• Supplier Status Change Workflows ("Upboarding"): Manage important status changes, such as moving from initial approval to full approval or removing restrictions / probationary status.
• Supplier Data Updates ("Re-Onboarding"): Assign tasks to suppliers to refresh supplier profile data, contacts, locations, capabilities, certifications, and other important information on a schedule or as needed.

Onboarding workflows collect the data and manage approvals, then push data to other modules. Other modules, such as SRM and Compliance, are the system of record to hold and monitor the data.

Target Users and Use Cases

Supplier Onboarding is for teams that need to bring suppliers into the business in a controlled, cross-functional, and supplier-friendly way.

Primary users include:

• Procurement and supplier onboarding teams.
• Finance, accounting, compliance, risk, and legal reviewers.
• Supplier management teams handling new suppliers, supplier status changes, and data refreshes.

Common use cases include new supplier onboarding, supplier status changes, Approved Supplier List processes, supplier data refreshes, third-party checks, compliance triggers, and ERP updates.

Features and Capabilities

Supplier Onboarding combines supplier data collection, internal approvals, third-party checks, and system updates.

Workflow capabilities include:

• Fully customized onboarding workflows for new suppliers and/or periodic data updates for existing suppliers.
• Dynamic supplier onboarding routing based on category, spend, supplier type, or other criteria.
• Internal approval steps configured based on supplier attributes.
• Approval, data entry, and review tasks routed to any internal department.
• Custom onboarding request forms started by suppliers or internal teams.
• Customizable approval forms with data summaries for fast, right-context decisions.
• Full audit log for traceability and compliance.
• Built-in messaging between the supplier and internal users.
• Task and approval notifications with automatic reminders.
• Dashboards to find onboardings by status, capabilities, progress, and other criteria.

Supplier data and document collection capabilities include:

• Supplier NDAs, tax forms, certificates, acknowledgements, insurance information, and other required onboarding data.
• Supplier company data, contacts, financial information, locations, and category-specific forms.
• Automatic transfer of collected data to other areas of the platform, such as Compliance and Contracts.
• Automatic supplier invitation to the portal.
• Automatic updates to the supplier's Supplios profile.

Integration and add-on capabilities include:

• ERP integrations to sync supplier data.
• Third-party data provider integrations for financial checks, credit checks, bank account verification, business registration checks, entity registration, TIN verification, sanctions checks, OFAC, FinCEN CSL, and other risk checks.
• Entity / registration verification.
• Company data enrichment.
• Risk database checks and sanctions checks.
• Document generation and reports.

Benefits and ROI

Supplier Onboarding ROI usually comes from reducing administrative overhead, improving supplier data collection, and making cross-functional approvals more consistent.

Typical benefit categories include:

• Faster and more consistent new supplier onboarding.
• Less manual chasing of suppliers and internal approvers.
• Better visibility into approval bottlenecks and onboarding status.
• Better process compliance through dynamic requirements and approval routing.
• Less manual work updating supplier status, tags, classifications, ERP, and related systems.
• Fresher supplier data through re-onboarding workflows.
• Better supplier responsiveness because suppliers receive active tasks instead of passive profile update requests.
• Better traceability through audit logs, approval records, and captured supplier submissions.
• Cleaner handoff into Compliance, SRM, Sourcing, Audits, Supplier Performance, and other modules.

Supplier Onboarding helps companies turn supplier setup and supplier data maintenance into a structured process that is easier for suppliers to complete and easier for internal teams to control.

How Implementation Works

• Customer inputs: Supplier forms, W8/W9 and tax requirements, insurance/NDAs/certifications, approval matrices, category rules, spend thresholds, supplier data fields, and ERP or third-party check requirements.
• Supplios setup: Configure supplier-facing forms, internal approvals, routing rules, data checks, document requirements, system updates, and test scenarios.
• Typical timeline: Most onboarding implementations are 4-8 weeks, depending on workflow complexity, integrations, third-party checks, and review cycles.

Pricing Structure

Supplier Onboarding uses a flat fee per onboarding process and starts at EUR 1,000 / month.

Additional notes:

• There are no additional per-user fees associated with this module.
• Each onboarding workflow execution must be owned by at least one Full User.
• Add-ons may require additional charges from Supplios and/or third-party data providers.
• Typical implementation time is 4-8 weeks, depending on complexity, scope, integrations, and workflow requirements.