Vendor onboarding process flowchart

Vendor onboarding process flowchart

A worked example to adapt. Rename steps, add branches and owners to match how your team actually works.

flowchart TD
  s(["New vendor request"])
  info["Collect company, tax and banking details"]
  d1{"Handles data or critical service?"}
  sec["Security and compliance review"]
  d2{"Review passed?"}
  rej(["Reject or choose another vendor"])
  bank["Verify bank details by call-back"]
  con["Sign contract"]
  erp["Create vendor record in ERP"]
  e(["Vendor active for purchase orders"])
  s --> info
  info --> d1
  d1 -->|Yes| sec
  d1 -->|No| bank
  sec --> d2
  d2 -->|Yes| bank
  d2 -->|No| rej
  bank --> con
  con --> erp
  erp --> e

About this vendor onboarding process flowchart

Vendor onboarding protects the company in two ways: it checks that a supplier is safe to work with, and it makes sure payments go to the right account. A flowchart sets which vendors need deeper review and where payment details get verified.

This example routes only data-handling or critical vendors through security review, so routine suppliers aren't held up.

Step by step

1. Request. A requester submits the vendor and business need.
2. Collect. Gather tax forms, company details and banking information.
3. Risk review. Vendors that handle data or provide critical services get a security and compliance review.
4. Verify. Confirm bank details through an independent call-back before any payment.
5. Activate. After contract signature, finance creates the vendor record and purchase orders can be raised.

How to make it in flow-chart.io

1. Start from the example. Edit the text in the generator box above so it names your own vendor tiers and review steps, then press Generate. The free preview needs no sign-up.
2. Add the branches. Add the decision points that matter for you, for example international vendor? or spend above a threshold?. Each decision becomes a diamond with labeled outcomes.
3. Assign owners. Save the diagram to the editor (free account) and rename steps to show who does what: requester, procurement, security and accounts payable.
4. Share or export. Share a read-only view link: people with the link can view the diagram but not edit it. Downloads as PNG, SVG or PDF are part of Flow Pro (see pricing).

Tips

• Verify bank details using contact information you already hold, not details from the same email.
• Tier vendors by risk so low-risk suppliers move quickly.
• Re-review critical vendors on a schedule.

Frequently asked questions

Why verify bank details by phone?

Payment-redirection fraud often uses fake emails with changed bank details. A call-back to a known number is a common control.

What documents are usually collected?

Common items are a tax form, company registration details, banking information and insurance certificates; requirements vary by country and industry.

Can I generate a version for my company?

Yes. Edit the steps in the generator box and press Generate.

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