Vendor onboarding form template

What it asks

Why not send a PDF

A PDF comes back scanned, half filled in, or with the wrong attachment, and someone retypes it into your finance system. Here the bank account arrives under the key bank_account every time, so a later step can read it without parsing anything.

How to use it

1. Select Use this template, and change the questions to match your own rules.
2. Publish it, then create a request for one supplier. Fill in what you know, such as the company name from your CRM, and lock it.
3. Send the link yourself on any plan. On Pro and Business, Formstep emails the invitation and reminders from your own domain.
4. Read the answers on the Requests page, or have a workflow receive them. The n8n guide and the Zapier guide show that loop.

What to change

• Tax and registration. Rename tax_number to what your country calls it, VAT number or EIN, and add a second one if you need both. The same goes for registration_number.
• Files. insurance_certificate is optional. Make it required, or swap it for a bank confirmation letter or a signed code of conduct. Each upload has its own key, so a later step knows which file is which.
• Payment terms. Add a dropdown for currency or payment terms if your finance system needs them, with an option key per choice that a workflow can branch on.
• Keep the keys. Retitle freely once the form is published: the field key stays, and your workflow keeps reading bank_account after the question is called “IBAN”.

Send it from a workflow

Your CRM already knows the supplier’s name and who your contact is. Pass that in and lock the company name, so the supplier checks the rest and cannot register a different entity under your record.

{
  "method": "requests.create",
  "params": {
    "formId": "j57...",
    "recipient": { "email": "ada@acme.example", "name": "Ada Lovelace" },
    "prefill": { "company_name": "Acme Ltd", "contact_name": "Ada Lovelace", "contact_email": "ada@acme.example" },
    "readonly": ["company_name"],
    "delivery": "email",
    "externalId": "supplier-2041",
    "callbackUrl": "https://automation.example/webhook/supplier-2041"
  }
}

The form id is in the Share sheet under From an automation, next to a curl call like this one. When the supplier submits, the callback carries answers.bank_account, answers.tax_number and the rest under the keys in the table above, each upload as a file URL, and details_confirmed: true. In n8n the Create request node takes the same fields, and Wait for the Outcome resumes the run with the answers. In Zapier, Create Request sends it and Request Completed starts the next Zap.

A form like this collects bank details, so check who in your team can see the answers, and how long you need to keep them.

Suppliers abroad can answer in their own language. One form can run in up to 65, and you can read each submission in yours.

When another template fits

• Client intake and onboarding asks a new customer for contact and billing details instead, with your terms to sign.
• Document collection is the same request with only the uploads, for a supplier you already have on file.
• Invoice verification is for the step after: once the supplier bills you, they confirm what your AI read from the invoice.