---
id: KB-CR-002
url: https://app.codecontract.io/help/use-cases-by-role/purchasing-department
idioma: en
categoria: casos-por-rol
subcategoria: compras
audiencia: usuario
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CR-001, KB-TL-001, KB-CO-001, KB-CR-020]
citadoPor: [KB-CR-014, KB-CR-008, KB-IN-001]
enLaApp: https://app.codecontract.io/contacts
---

# Purchasing: onboarding a supplier without chasing them

_Onboarding with complete paperwork, signed contracts and expiries under control._

**Responde a:** supplier onboarding documentation · how to request a tax clearance certificate from a supplier · track supplier contracts and agreed terms · validate tax paperwork before paying a supplier · software for a purchasing department

Onboarding a supplier is one of those tasks that looks like five minutes and takes three weeks: you request six documents by email, four come back, the fifth is expired and the sixth does not arrive until you phone. And meanwhile the purchase order cannot be issued.

**En corto**

- One onboarding process that asks for everything at once and chases what is missing.
- The framework contract is signed from the same circuit, with nothing printed.
- Insurance and certificate expiries warn on their own.
- Before paying, the tax paperwork is validated and dated.

## What to ask for at onboarding

- Tax details and clearance certificates from the tax and social security authorities.
- Liability insurance, with its expiry date.
- Bank details, which are better requested as data than as a loose PDF.
- Accepted terms: payment periods, quality policy, confidentiality clauses.
- Whatever your sector requires: certifications, approvals, licences.

> [!IMPORTANT]
> Bank details requested over email are the classic vector for invoice fraud: someone intercepts the thread and sends a different account number. Asking for them inside a circuit with a personal link and a record of who supplied them closes that door.

## The contract, in the same circuit

Usually the document onboarding and the framework contract signature take separate paths: one by email and one through a signing service. Putting them in the same process, as two phases, means the contract does not go out for signature until the paperwork is approved — which is the correct order and almost never the one followed.

## Before paying

Checking that the tax clearance certificate is still valid at the moment of payment, rather than at onboarding, is what avoids joint liability. With the expiry date on record, that check stops being a reminder in somebody's calendar.

## Frequently asked questions

**Can I use the same process for every supplier?**

You can, but one per type usually works better: a services supplier is not asked the same things as a materials supplier or a haulier.

**What about suppliers we already work with who have no file?**

Run the process on them anyway. Because it is a link and not a portal sign-up, friction is low and most reply.

**How do I handle annual renewals?**

With the expiry date on each document. The alert fires before it lapses and you can re-request only what expires, not the whole onboarding.

**Does it integrate with our ERP?**

There is a public API: onboarding can be triggered from the ERP and the outcome returned to it when the file closes.

## Ejemplos

**Purchasing needs to issue an urgent order to a new supplier and onboarding normally takes two weeks.**

- Runs the onboarding process with its two phases: paperwork and contract
- The supplier uploads everything from a phone the same day
- The contract goes out for signature as soon as the paperwork is approved

→ The order is issued in 48 hours instead of two weeks, and with a complete file rather than in spite of one.

**Supplier onboarding takes weeks of emails.**

- Launches the process and lets it chase itself

→ Onboarding closes without chasing.

**Each buyer asks for different documents.**

- Shares a single template

→ The supplier receives a coherent request.

**Purchases are made from a supplier with no file.**

- Launches onboarding with the first order

→ No supplier gets in without a file.

**Nobody knows which suppliers are current.**

- Checks everyone's status at once

→ You buy knowingly.

**A supplier asks what they are missing.**

- Shows them their own list

→ They answer for themselves.