Workflow Templates: Vendor Onboarding Checklist

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Vendor Onboarding Checklist

Vendor Information Collection

Obtain the vendor's legal business name and any DBA (Doing Business As) names

Request the vendor's business address, phone number, and email address

Collect the vendor's tax identification number (TIN) or employer identification number (EIN)

Compliance and Documentation

Ensure the vendor has appropriate licenses for their trade and that they are current

Verify that the vendor has the required insurance coverages, such as general liability and workers' compensation

Collect W-9 forms and any other necessary tax documents

Financial Process Setup

Determine payment terms and methods with the vendor

Set up the vendor in the property management system for invoicing and payments

Confirm the process for submitting invoices and receiving payment

Risk Management and Quality Assurance

Implement a background check process for the vendor's employees

Establish a performance review system to evaluate vendor services

Create a contingency plan for replacing critical vendor services if necessary

Service Level Agreements and Contracts

Negotiate and finalize service level agreements (SLAs) detailing the scope and quality of work

Ensure the contract includes confidentiality and non-disclosure provisions

Review and confirm indemnification and liability clauses in the contract

Communication and Reporting

Establish points of contact for both the property management team and the vendor

Outline reporting requirements, schedules, and formats

Determine a process for handling and resolving disputes

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