Half-complete supplier files
The W-9 arrived, the insurance certificate didn’t, and accounts payable is already asking to pay the first invoice.
Vendor onboarding
Every supplier set up properly before the first purchase order
Portalstack collects supplier details, tax forms, bank details and insurance certificates in one structured process, gets contracts signed and chases whatever is missing, so your vendor file is complete and current.
14-day free trial · No credit card · Clients are always free
A new vendor shouldn’t take a month of emails.And a vendor file shouldn’t go stale the day after.
Bank details by email
Account numbers typed into an email body, then changed by another email weeks later. Which one is right?
Renewals nobody tracks
Insurance certificates and licenses expire, and nobody asks for the new one until something goes wrong.
How it works
Three steps to an onboarded vendor
- 1
Build your supplier form once
Company details, tax ID, remittance and bank details, contacts and certificates, with conditional logic for domestic and overseas suppliers.
- 2
Send it to one vendor or fifty
Send through the portal, by link or in bulk, with a due date. Upload request links work without the vendor logging in.
- 3
Review, approve, done
Approve each answer, comment on anything unclear and request a resubmission if a document is out of date.
The vendor lifecycle
From new supplier to annual review
One place for the forms, documents and signatures your procurement and finance teams need from every vendor.
Structured supplier information
A drag-and-drop supplier form captures legal entity, addresses, tax ID, payment terms and contacts in the same format every time.
- Required fields so nothing is skipped
- Repeating sections for multiple sites or contacts
- Export each submission to PDF for your records
W-9s, bank letters and certificates
Send an upload request that names each document: W-9 or W-8BEN, a bank confirmation letter, certificate of insurance, business license. Reminders follow up until each one is in.
- Links work without a login and expire after 30 days by default
- Notified on every upload
- Label documents by type or supplier category
Supply agreements and NDAs signed
Upload a master supply agreement, code of conduct or NDA, place the fields and send it to the vendor’s signatory. Add your own signature too.
- Signing certificate with UTC timestamps and IP addresses
- Optional password and expiry on signing links
- Automatic reminders
Annual refreshes without a spreadsheet
When certificates come up for renewal, bulk send a document request with a due date to every affected vendor. Reminders handle the follow-up, and overdue items are easy to spot.
- Bulk send to many vendors at once
- Reminder schedules in days
- Daily progress report of overdue requests
For procurement and finance
Controls your AP team will appreciate
A history of every change
Input history shows the old and new value, who changed it and when, so you can see exactly when bank details changed.
Field-level approvals
Approve or query individual answers, so you can accept the tax details while asking again for a missing certificate.
Verify the person behind it
Run a Stripe Identity ID check on a vendor contact when you need extra assurance. US$3.50 per check.
Multiple contacts per vendor
Add sales, accounts and compliance contacts to one vendor company, with a primary contact.
Share your policies
Give vendors your supplier code of conduct, invoicing instructions and site rules in their own folder.
Emails in your words
Edit the request and reminder emails vendors receive, so they know exactly who is asking and why.
Who uses Portalstack
Vendor onboarding across professions
FAQ
Vendor onboarding questions
Do vendors need an account?
No. Vendors can complete forms and upload documents through a link, without logging in. If you want them to have a portal, they sign in with a one-time code, with no password.
Do we pay for each vendor?
No. You pay per internal team member, and vendors are free. The Free plan covers 5 portals, and paid plans are unlimited.
Does Portalstack track certificate expiry dates?
Portalstack doesn’t read expiry dates from documents. Capture the expiry date in a date field on your supplier form, then send a renewal request with a due date and let reminders do the follow-up.
How large can uploaded documents be?
Up to 50 MB per file, with 100 GB of storage on paid plans. That’s plenty for tax forms, certificates and signed contracts.
Can it connect to our accounting system?
Portalstack doesn’t sync with accounting or ERP systems. Export submissions to PDF, and sync vendor contacts with HubSpot or Pipedrive or import them by CSV.
Get started
Onboard your next supplier the right way
Build your supplier form, list the documents you need and send your first request today.
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