Vendor registration form
For businesses, schools and nonprofits setting up a new supplier in accounts payable. It collects the legal and tax details accounts payable needs, the remit-to address and contacts, the payment method, and small or diverse business certifications, and asks the vendor to certify the information.
- Fields
- 37
- Pages
- 2
- Paper
- Letter
Fill it online without an account. The blank PDF is free to download and works in any PDF reader. Downloading a filled copy from the editor needs a free account — 3 downloads a month, no watermark. See plans
Reviewed
Before you start
What you need to fill it in
- The vendor's legal name, any DBA, entity type and EIN
- Business and remit-to addresses
- Sales and accounts receivable contacts
- Products or services offered
- Small or diverse business certifications, if any
- Payment method preference; bank details are confirmed separately
What's inside
37 fields, ready to fill
- 22Typed answersnames, addresses, descriptions
- 1Dateschecked as real dates
- 13Choicescheckboxes, options, dropdowns
- 1Signaturessignature and initials
5 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Vendor registration form
- 1
Send it with a W-9 request
Send this form together with a request for IRS Form W-9 so tax details come from the official form.
- 2
Vendor fills company details
Legal name exactly as on tax filings, DBA, entity type, EIN and years in business.
- 3
Vendor fills addresses and contacts
Business address, the address payments should go to, and sales and billing contacts.
- 4
Vendor lists offerings and certifications
Products or services, NAICS codes if known, and any certifications with certifying agency.
- 5
Choose payment method
The vendor selects ACH, check or card. Collect bank account numbers through a secure channel, never by plain email.
- 6
Sign and verify
The vendor signs the certification. Before the first payment, verify bank details by calling a known phone number.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: General (US)
This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Vendor registration form: questions people ask
Why not collect bank account numbers on this form?
Changed bank details sent by email are a common payment fraud. Collect them through a secure portal or protected PDF and confirm by phone.
Do we still need a W-9?
Yes, for US vendors. The W-9 is the official certification of the taxpayer ID used for Form 1099 reporting. This form references it but does not replace it.
What is a NAICS code?
A six-digit code that classifies a business's industry. Government and large buyers use it to sort vendors.
Can vendors fill this online?
Yes. Publish it as a web form with Form builder and export responses for your accounting system.
Ready when you are
Fill the Vendor registration form now — no account to start.