Five ways you are doing vendor onboarding WRONG

Let’s be real—onboarding new vendors often feels like juggling too many balls at once: important details slipping through the cracks while you scramble to keep up. If your process leaves you overwhelmed and wishing for a smoother way, it’s time for a change. 

Customer and vendor collaboration is key to effective business and getting things done. 

Here are five ways you’re doing vendor onboarding WRONG (and quick fixes to get you back on track): 

You’re using WhatsApp for supplier communication. 

Sure, it’s fast—but critical info gets buried in chat threads, and there’s no audit trail. 

• Fix it: Move conversations into a centralized platform (like Teams or SharePoint) where every message and document are stored, searchable, and secure. 

You’re drowning in follow-up emails. 

Chasing details across dozens of email threads = inbox chaos and missed deadlines. 

• Fix it: Automate request-and-reminder emails with Power Automate. Your system pings vendors and logs responses—no more manual follow-ups. 

You rely on shared Excel to track vendors. 

A single misplaced or outdated spreadsheet can derail everything. 

• Fix it: Use a dedicated SharePoint list or Power Apps solution for live, multi-user vendor tracking—everyone sees the same, up-to-date data. 

You store verification docs on local drives. 

Scattered folders mean lost files, version issues, and compliance headaches. You will spend more time finding documents when you need it. 

• Fix it: Implement SharePoint libraries with metadata and automated retention policies so every document is in the right place and easy to find. 

You lose track of where you are in the onboarding process. 

No visibility = stalled approvals and frustrated vendors. 

• Fix it: Build a clear workflow in Power Automate that moves each vendor through stages (submitted → reviewed → approved) with status updates for both your team and the vendor. 

Onboarding shouldn’t feel like running an obstacle course. With the right tools and tweaks, you’ll turn vendor sign-ups into a smooth, even enjoyable, part of your day. 

Ready to ditch the chaos? Let’s chat to make vendor onboarding painless—together.