Vendor Onboarding Workflow

# Vendor Onboarding Workflow — VendorGate System
**Framework:** VendorGate System
**Price:** FREE
**Category:** Productivity / Vendor Management
**Tags:** vendor management, onboarding, procurement, ops, compliance
**last_validated:** 2026-03-03

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## What This Is

The VendorGate System is a complete vendor onboarding operating system for mid-market ops teams. It replaces ad-hoc email chains and scattered spreadsheets with a structured, repeatable intake-to-activation workflow that any team can execute from day one.

**Problem it solves:** Most organizations lose 3-5 hours per new vendor onboarding to back-and-forth emails, missing documents, and unclear approval ownership. VendorGate closes the gate until all requirements are met — then opens it on command.

**Output:** A fully onboarded vendor with all documents collected, all approvals signed off, and a welcome communication sent — with a complete audit trail.

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## The VendorGate Framework

VendorGate operates across **5 sequential gates**. A vendor cannot advance to the next gate until the current gate is cleared. Each gate has a defined owner, checklist, and exit condition.

```
GATE 1: Intake & Qualification
        ↓ (Pass/Fail)
GATE 2: Document Collection
        ↓ (Complete/Incomplete)
GATE 3: Internal Approval Routing
        ↓ (Approved/Rejected/Conditional)
GATE 4: System Setup & Access
        ↓ (Configured/Pending)
GATE 5: Welcome & Activation
        ↓
    VENDOR ACTIVE ✓
```

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## GATE 1: Intake & Qualification

**Owner:** Procurement / Ops
**Timeline:** Day 1
**Exit Condition:** Vendor passes basic qualification criteria

### 1.1 — Vendor Intake Form Fields

Collect the following at intake (use a form tool: Typeform, JotForm, Google Form, or intake email template):

**Company Information**
- Legal entity name
- DBA name (if applicable)
- State of incorporation / country of origin
- Business address (physical + mailing)
- EIN / Tax ID number
- Website URL
- Year founded
- Number of employee...