Vendor Onboarding

GATE: Confirm vendor profile before building the onboarding checklist.

Phase 2: Build Checklist

Create a comprehensive onboarding checklist tailored to the vendor type.

Documentation Checklist

## Vendor Onboarding Checklist: [Vendor Name]

### Business Documentation
- [ ] W-9 or W-8BEN (tax identification)
- [ ] Certificate of insurance (if applicable)
- [ ] Business license or registration
- [ ] Contact information (primary + backup)
- [ ] Banking/payment details for invoicing

### Agreement Documents
- [ ] Signed contract or statement of work
- [ ] NDA (if handling confidential information)
- [ ] Service level agreement (if applicable)
- [ ] Data processing agreement (if handling personal data)
- [ ] Terms and conditions acknowledged

### Operational Setup
- [ ] Add to project management tool
- [ ] Create shared communication channel
- [ ] Grant necessary system/tool access
- [ ] Share brand guidelines or style guides
- [ ] Provide login credentials for relevant platforms
- [ ] Schedule kickoff meeting

### Compliance Checks
- [ ] Verify business registration
- [ ] Confirm insurance coverage meets requirements
- [ ] Review data handling practices (if applicable)
- [ ] Check references (for new relationships)

Vendor-Type Customization

Adjust the checklist based on vendor type:

• Software/SaaS: Add security review, data backup provisions, uptime SLA
• Physical goods: Add quality standards, shipping terms, return/defect policy
• Professional services: Add portfolio review, deliverable templates, revision process
• Manufacturing: Add quality inspection schedule, sample approval process, minimum order terms

GATE: Present checklist for user review and customization.

Phase 3: Communication Setup

Define how the vendor relationship will operate day-to-day.

Kickoff Meeting Agenda

## Vendor Kickoff Meeting

**Duration:** 30-45 minutes
**Attendees:** [Your name], [Vendor contact]

1. Introductions and relationship overview (5 min)
2. Scope and deliverables review (10 min)
3. Communication norms — preferred channels, response times (5 min)
4. Reporting and check-in cadence (5 min)
5. Escalation process for issues (5 min)
6. Questions and next steps (5 min)

Communication Framework

## Communication Norms

**Primary channel:** [Email / Slack / Project tool]
**Response time expectation:** [Within X hours for standard, X hours for urgent]
**Regular check-ins:** [Weekly / Biweekly / Monthly]
**Invoice submission:** [Process and timeline]
**Issue escalation:** [Contact person and method]

Phase 4: Performance Framework

Set up how vendor performance will be tracked.

Performance Metrics

Define 3-5 measurable KPIs based on vendor type:

## Vendor Performance Metrics

| Metric | Target | Review Frequency |
|--------|--------|-----------------|
| On-time delivery rate | 95%+ | Monthly |
| Quality score / error rate | Under 2% | Monthly |
| Response time to requests | Under 24 hours | Quarterly |
| Invoice accuracy | 100% | Per invoice |

30-60-90 Day Review Schedule

• 30 days: Check-in on initial deliverables, communication quality, any early issues
• 60 days: First performance review against KPIs
• 90 days: Full review — continue, adjust, or terminate the relationship

Anti-Patterns

• Skipping the NDA — if a vendor sees any business data, an NDA is not optional.
• No written scope — verbal agreements lead to scope disputes. Everything in writing.
• Granting full system access — give vendors the minimum access they need, not admin rights to everything.
• No payment terms documentation — unclear payment terms are the #1 cause of vendor conflicts.
• Onboarding without a trial period — always define a probationary period with clear evaluation criteria.

Recovery

• Vendor is unresponsive during onboarding: Set a 48-hour deadline for documentation. If missed, flag it as a reliability risk before the relationship deepens.
• Vendor pushes back on documentation: Explain it protects both parties. If they refuse basic documentation, reconsider the partnership.
• Missing insurance or compliance docs: Provide templates or links to resources. Set a hard deadline before any work begins.
• Vendor relationship already started without onboarding: Create a retroactive checklist and schedule a "reset" meeting to fill gaps.
• Multiple vendors to onboard at once: Prioritize by risk level — onboard vendors handling sensitive data or critical operations first.