01
Name the policy owner
Set a stable policy id, the accountable buyer role, an effective date, and a review deadline.
Free operational template
Supplier approval policy template.
Define what evidence a supplier must submit, what a buyer reviewer accepts or rejects, how the resulting decision is calculated, and which events must remain in the audit record.
No form or email required. This is an operational starting point, not legal, regulatory, tax, security, or category-specific advice.
Evidence requirement preview
Make acceptance criteria reviewable.
A document name alone does not define approval. The template pairs every requested evidence type with an accountable reviewer and a buyer-written acceptance criterion.
| Evidence | Requirement | Acceptance criterion | Reviewer |
|---|---|---|---|
business_registration | Required | Current registration evidence names the supplier legal entity. | Procurement reviewer |
tax_vat_proof | Required | Tax or VAT evidence matches the contracting legal entity. | Finance reviewer |
bank_ownership_confirmation | Optional | Account ownership evidence matches the supplier legal entity. | Finance reviewer |
insurance_certificate | Required | Coverage type, limit, and validity period meet buyer requirements. | Procurement reviewer |
How to use the template
Version the policy before collecting evidence.
02
Define evidence criteria
For every evidence type, state whether it is required, who reviews it, and what an Accepted outcome means.
03
Make outcomes explicit
Record Accepted or Rejected for each submission, including reviewer, timestamp, and a reason when rejected.
04
Preserve each version
Activate a new version when requirements change so earlier supplier decisions keep their original policy context.
Decision logic
Turn evidence reviews into a recorded state.
The example rules keep the reviewer outcome separate from the final supplier relationship decision.
all_required_evidence_acceptedapprovedrequired_evidence_pendingconditionalrequired_evidence_rejected_or_expiredblockedMinimum audit record
Keep the event, actor, policy, and time.
The CSV includes the minimum fields needed to reconstruct how a buyer reached an approval decision.
Inspect the fictional audit output- policy_activated
- policy_id, version, effective_from, activated_by
- supplier_invited
- supplier_id, policy_version, invited_at
- evidence_submitted
- evidence_id, type, submitted_at
- evidence_reviewed
- evidence_id, outcome, reviewer, reviewed_at, review_note
- decision_recorded
- state, policy_version, decided_by, decided_at, evaluated_rules
Evidence boundary
The buyer remains responsible for the policy and decision.
XveriTrade does not independently authenticate supplier documents, certify suppliers, or sell approval outcomes. Accepted or Rejected records describe the buyer reviewer's outcome against the active buyer-defined policy.
Provider-verified applies only to transaction signals received from a connected provider. Those signals remain separate from private supplier evidence and buyer approval records.
Template questions
Use the structure, then adapt the requirements.
Is this a supplier onboarding checklist?
It covers the approval-control layer rather than every operational onboarding task. It focuses on policy ownership, evidence criteria, review outcomes, decision rules, and audit records.
Does the template verify supplier documents?
No. It helps a buyer define and record its review. Supplier documents remain supplier-submitted and buyer-reviewed unless the buyer uses a separate qualified verification process.
Can a buying group use one policy for every supplier?
A group can start with a shared baseline, but requirements should still reflect category, geography, risk, and member needs. Changes should create a new version rather than overwrite earlier decisions.
Founding buyer pilot
Run the template against one real supplier workflow.
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 VAT.