Vendor onboarding form: set up a new supplier in one pass

A supplier says yes, and then the real work starts. Who gets the invoices? Which days do they deliver? Who do we call when a pallet is late? I would rather ask once, in one form, than chase each answer.

Who it is for

Buyers, shop owners and operations teams who add suppliers more than once a year and want the same set-up details every time.

What each question is for

Company, contact and phone: the name that must appear on orders, and a person to call.
Invoice email, method and terms: so invoices reach the right inbox in the right shape.
Delivery days, cut-off and late contact: what your receiving team plans around.
System access and data contact: the answer your IT team needs before any login is issued.
Code of conduct tick: confirms they read your rules.

I leave bank details off the form. Share those through your own secure process.

What a vendor's AI would ask

"Which email should invoices go to?" Then "Which days do you deliver?" Then "Will your staff need access to our systems?" It shows the answers and sends only after a yes. See agent-fillable forms.

Before you use it

Start from a supplier application to choose vendors. For goods that arrive, add a delivery receipt and an inventory template. More ideas are in forms for Ecommerce and Shopify stores and forms for IT and operations.

Questions

Is this the same as a supplier application?

No. A supplier application helps you choose. This form comes after you say yes and collects working details: contacts, invoicing, delivery days and access.

How do I use the answers?

Download the CSV and copy each row into your vendor list. Keep one row per vendor, and check the invoice email against what is on the first invoice you receive.

What is the access question for?

It tells your IT team which vendors need a login or a shared folder. Handle those vendors with your own access process, outside this form.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Welcome aboard: vendor set-up",
  "description": "Thank you for working with us. Please fill in who to contact and how we should work together. Do not send bank details here.",
  "fields": [
    {
      "id": "vendor_company",
      "label": "Company name as it should appear on orders",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "main_contact",
      "label": "Main contact",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "main_contact_email",
      "label": "Main contact email",
      "type": "email",
      "required": true
    },
    {
      "id": "main_contact_phone",
      "label": "Main contact phone",
      "type": "phone"
    },
    {
      "id": "invoice_email",
      "label": "Email for invoices and statements",
      "type": "email",
      "required": true
    },
    {
      "id": "registered_address",
      "label": "Registered business address",
      "type": "long_text",
      "max_length": 500
    },
    {
      "id": "invoice_method",
      "label": "How do you send invoices?",
      "type": "single_choice",
      "options": [
        "PDF by email",
        "Through an online portal",
        "Paper by post"
      ]
    },
    {
      "id": "payment_terms_pref",
      "label": "Payment terms you prefer",
      "type": "single_choice",
      "options": [
        "On delivery",
        "Within 14 days",
        "Within 30 days",
        "Within 60 days"
      ]
    },
    {
      "id": "delivery_days",
      "label": "Which days do you deliver?",
      "type": "multi_choice",
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday",
        "Saturday"
      ]
    },
    {
      "id": "order_cutoff",
      "label": "Order cut-off time for next-day dispatch",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "late_delivery_contact",
      "label": "Who do we call when a delivery is late?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "system_access",
      "label": "Will your staff need access to our systems or data?",
      "type": "single_choice",
      "required": true,
      "options": [
        "No access needed",
        "A shared folder only",
        "Our systems",
        "I am not sure"
      ]
    },
    {
      "id": "data_contact",
      "label": "Contact for security or data questions",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "conduct_read",
      "label": "I have read the supplier code of conduct",
      "type": "checkbox",
      "required": true
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Welcome aboard: vendor set-up","description":"Thank you for working with us. Please fill in who to contact and how we should work together. Do not send bank details here.","fields":[{"id":"vendor_company","label":"Company name as it should appear on orders","type":"short_text","required":true,"max_length":200},{"id":"main_contact","label":"Main contact","type":"short_text","required":true,"max_length":150},{"id":"main_contact_email","label":"Main contact email","type":"email","required":true},{"id":"main_contact_phone","label":"Main contact phone","type":"phone"},{"id":"invoice_email","label":"Email for invoices and statements","type":"email","required":true},{"id":"registered_address","label":"Registered business address","type":"long_text","max_length":500},{"id":"invoice_method","label":"How do you send invoices?","type":"single_choice","options":["PDF by email","Through an online portal","Paper by post"]},{"id":"payment_terms_pref","label":"Payment terms you prefer","type":"single_choice","options":["On delivery","Within 14 days","Within 30 days","Within 60 days"]},{"id":"delivery_days","label":"Which days do you deliver?","type":"multi_choice","options":["Monday","Tuesday","Wednesday","Thursday","Friday","Saturday"]},{"id":"order_cutoff","label":"Order cut-off time for next-day dispatch","type":"short_text","max_length":100},{"id":"late_delivery_contact","label":"Who do we call when a delivery is late?","type":"short_text","max_length":200},{"id":"system_access","label":"Will your staff need access to our systems or data?","type":"single_choice","required":true,"options":["No access needed","A shared folder only","Our systems","I am not sure"]},{"id":"data_contact","label":"Contact for security or data questions","type":"short_text","max_length":200},{"id":"conduct_read","label":"I have read the supplier code of conduct","type":"checkbox","required":true}]}'

JSON definition

json

{
  "title": "Welcome aboard: vendor set-up",
  "description": "Thank you for working with us. Please fill in who to contact and how we should work together. Do not send bank details here.",
  "fields": [
    {
      "id": "vendor_company",
      "label": "Company name as it should appear on orders",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "main_contact",
      "label": "Main contact",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "main_contact_email",
      "label": "Main contact email",
      "type": "email",
      "required": true
    },
    {
      "id": "main_contact_phone",
      "label": "Main contact phone",
      "type": "phone"
    },
    {
      "id": "invoice_email",
      "label": "Email for invoices and statements",
      "type": "email",
      "required": true
    },
    {
      "id": "registered_address",
      "label": "Registered business address",
      "type": "long_text",
      "max_length": 500
    },
    {
      "id": "invoice_method",
      "label": "How do you send invoices?",
      "type": "single_choice",
      "options": [
        "PDF by email",
        "Through an online portal",
        "Paper by post"
      ]
    },
    {
      "id": "payment_terms_pref",
      "label": "Payment terms you prefer",
      "type": "single_choice",
      "options": [
        "On delivery",
        "Within 14 days",
        "Within 30 days",
        "Within 60 days"
      ]
    },
    {
      "id": "delivery_days",
      "label": "Which days do you deliver?",
      "type": "multi_choice",
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday",
        "Saturday"
      ]
    },
    {
      "id": "order_cutoff",
      "label": "Order cut-off time for next-day dispatch",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "late_delivery_contact",
      "label": "Who do we call when a delivery is late?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "system_access",
      "label": "Will your staff need access to our systems or data?",
      "type": "single_choice",
      "required": true,
      "options": [
        "No access needed",
        "A shared folder only",
        "Our systems",
        "I am not sure"
      ]
    },
    {
      "id": "data_contact",
      "label": "Contact for security or data questions",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "conduct_read",
      "label": "I have read the supplier code of conduct",
      "type": "checkbox",
      "required": true
    }
  ]
}

Vendor onboarding form for suppliers you have approved