Supplier Onboarding Pipeline Template
Make vendors production-ready fast
Bring procurement, legal, security, finance, and ops into one shared Instaboard so every new supplier follows the same gated flow. Start with a duplicate-ready intake card, keep risk reviews visible with dedicated checklist cards, then translate signed contracts into ERP IDs, banking setup, and enablement tasks. Real-time labels flag high-risk or missing documents, while attachments keep W-9s, COIs, and SOC reports in context. When the pilot PO ships, the board already records KPI owners and the next QBR date, so nothing is left in email threads.
- Unify intake cards, diligence checklists, and enablement tasks on one board
- Show reviewers exactly what to approve next
- Translate contracts into ERP and payment actions by assigning IT and Treasury cards with due dates
- Keep enablement tasks accountable across teams
Capture the intake packet
Open the Get Started area, duplicate the 'Supplier Intake Snapshot' card, and fill supplier basics plus estimated spend and owner. Attach intake artifacts (W-9, COI, packet PDF) so nothing is trapped in email. Drop the card into the Intake & Screening list and apply labels like High risk review, Pending docs, or Strategic supplier so reviewers see context instantly. Set a due date on the card to keep the intake SLA visible before it moves to diligence.
Drive risk reviews to done
Inside Risk & Due Diligence, duplicate 'Due Diligence Checklist' for every approval - InfoSec, ESG, sanctions, or finance. Assign the review owner, add a due date, and @mention them so they are notified inside Instaboard. Paste evidence links or attach exported reports directly on the card so Legal and Security can sign off without searching. Update the status field in the template and move the card forward only when files are attached, keeping the parent supplier card in sync.
Lock contracts and compliance
Once reviews clear, drag the supplier card into Contracts & Compliance to signal Legal ownership. Attach the latest MSA, DP addendum, and insurance certificates so stakeholders can comment in one place. Use the Pending docs label until signatures land, then swap it for Strategic supplier to confirm readiness. Update the supplier card's description in Instaboard with the effective date and renewal terms so Ops knows when to move into systems work.
Finish systems + finance setup
Jump to Systems & Finance Setup and duplicate 'Enablement Task' for every ERP ID, bank validation, or portal provisioning job. Assign IT admins or Treasury teammates, add due dates, and keep the Finance setup label until both tax and payment data are verified. Attach ACH forms or vendor master screenshots so accounting doesn't need to hunt for reference files. Move each task card right only when you add the new vendor ID and payment terms to the supplier card description or a comment.
Enable, pilot, and graduate
Use Enablement & Training to plan walkthroughs, publish escalation paths, and queue the pilot purchase order. Keep at least one Enablement Task card under this list until every stakeholder has acknowledged their prep work. When the pilot PO is booked, move the main supplier card into Performance Ready and log KPI owners plus the first QBR date in the card description or a linked KPI tracker card. Leave the Pilot in progress label on the card until metrics show the supplier can graduate into steady-state ops.
Pro tip: Mention @analytics when you add KPI owners so dashboards line up with the go-live date.
What’s inside
Six-stage pipeline
Stage columns cover Intake & Screening through Performance Ready so you can see exactly where every supplier sits.
Duplicate-ready intake cards
Supplier Intake Snapshot micro-templates capture spend, owners, risk tier, and attachments in seconds.
Risk + compliance trackers
Due Diligence Checklist cards keep SOC reports, sanctions checks, and ESG reviews documented with owners and due dates.
Systems & finance lane
Dedicated column for ERP IDs, treasury tasks, and portal provisioning makes handoffs between IT and AP clear.
Enablement playbooks
Enablement Task cards store training decks, escalation paths, and pilot KPIs before you move to go-live.
Why this works
- Surfaces every reviewer handoff so legal, security, and finance never work blind
- Duplicating micro-template cards enforces consistent intake data and cuts vendor master rework
- Labels and due dates highlight high-risk suppliers before they delay a launch
- Attachments travel with the card, making audits and renewals simple
FAQ
How do I tailor the pipeline for different supplier categories?
Duplicate the board, rename stages or labels, and keep the three micro-templates so intake, diligence, and enablement stay consistent even if stage names change.
Where should I store sensitive onboarding documents?
Attach files directly to the relevant cards; Instaboard keeps them in context, and you can also link to your trust portal if compliance prefers.
Can multiple teams work on the same supplier at once?
Yes - assign Legal, IT, or Finance teammates to individual cards, leave comments, and watch presence indicators while you move cards left to right.
What if a diligence step does not apply?
Delete or archive that checklist card, but keep the supplier card traveling across the lists so reporting still shows overall progress.