01
Set scope and policy
Name the supplier relationship, approval scope, policy owner, and active version before collecting evidence.
Free buyer control template
Supplier approval checklist.
Move from a candidate supplier to an explainable buyer decision with explicit scope, policy version, evidence criteria, review outcomes, decision ownership, and retained history.
No form or email required. This is an editable operational starting point, not legal, regulatory, tax, or category-specific advice.
Checklist preview
Keep the approval gate explicit.
Each checkpoint ties a buyer requirement to evidence, review ownership, and its effect on the final decision.
| Stage | Checkpoint | Evidence or record | Decision effect |
|---|---|---|---|
| Scope CHK-001 | Define the supplier relationship and approval scope | Buyer category and scope recordyes | required |
| Policy CHK-002 | Name the active approval policy and version | Buyer policy recordyes | required |
| Evidence CHK-003 | Review business registration evidence when required | Supplier-submitted business registrationbuyer_defined | block_if_required_and_rejected_or_expired |
| Evidence CHK-004 | Review tax or VAT evidence when required | Supplier-submitted tax or VAT proofbuyer_defined | block_if_required_and_rejected_or_expired |
| Evidence CHK-005 | Review bank ownership confirmation when required | Supplier-submitted bank ownership confirmationbuyer_defined | block_if_required_and_rejected_or_expired |
| Evidence CHK-006 | Review insurance evidence when required | Supplier-submitted insurance certificatebuyer_defined | block_if_required_and_rejected_or_expired |
| Decision CHK-007 | Record the approval state, owner, date, and reason | Completed buyer review recordyes | required |
| Record CHK-008 | Preserve the policy snapshot and next review trigger | Decision snapshot and audit eventsyes | required |
Approval sequence
Use the checklist as a controlled handoff.
02
Request applicable evidence
Ask only for items the buyer policy requires and state the acceptance criterion for each one.
03
Record each review
Capture Pending, Accepted, Rejected, or Expired as a buyer review outcome, with an owner and date.
04
Preserve the decision
Record Approved, Conditional, or Blocked with the policy snapshot, written reason, and next review trigger.
Fields that carry the decision
Make completion auditable.
The CSV is intentionally flat so buyers can edit it in a spreadsheet before moving a live workflow into XveriTrade.
Build the approval policy- Scope
- The exact supplier relationship, products, services, sites, or regions covered.
- Policy context
- The buyer policy name, version, owner, and effective date.
- Evidence requirement
- What applies, what the supplier submits, and the buyer acceptance criterion.
- Review outcome
- Pending, Accepted, Rejected, or Expired for each applicable item.
- Decision record
- Approved, Conditional, or Blocked with owner, date, and written reason.
- Audit continuity
- The decision snapshot, events, and next review or expiry trigger.
Evidence boundary
Checklist completion is not certification.
XveriTrade records buyer-defined requirements and buyer review outcomes. It does not independently authenticate supplier-submitted documents, certify a supplier, or replace qualified review.
Provider-verified applies only to connected transaction signals. Those signals remain separate from supplier documents and the buyer's private approval decision.
Inspect the fictional audit outputChecklist questions
Adapt the checklist to the buyer.
What is a supplier approval checklist?
It is a buyer-controlled sequence of scope, policy, evidence, review, decision, and record checkpoints used before a supplier is approved for a defined relationship.
Is supplier approval the same as supplier onboarding?
No. Approval determines whether the supplier meets buyer-defined requirements for a scope. Onboarding can continue into contracts, systems, payment setup, ordering, and relationship operations after the relevant approval decision.
Which supplier documents should the checklist require?
That depends on the buyer, category, geography, relationship, and applicable obligations. The template includes business registration, tax or VAT proof, bank ownership confirmation, and insurance as editable starting points rather than universal requirements.
Does a completed checklist authenticate supplier documents?
No. Supplier documents remain supplier-submitted and buyer-reviewed. XveriTrade does not independently authenticate those documents. Provider-verified applies only to transaction signals obtained through a connected provider account.
Founding buyer pilot
Run the checklist with one live supplier.
The guided 30-day pilot covers one buyer workspace and up to five active supplier relationships at no charge. Optional continuation is EUR 299 per month plus applicable tax.