Purpose
1. Automate end-to-end onboarding of new air filter suppliers, capturing documents, verifying compliance, and streamlining approvals for wholesale HVAC finance & administration.
2. Ensure suppliers are registered in ERP and accounting, contracts signed, data validated, and regulatory forms logged without manual effort.
3. Enforce consistent workflow for document requests, reminders, digital signature capture, and internal tracking across multiple departments.
Trigger Conditions
1. Incoming supplier inquiry from web form or sales email.
2. Supplier submission via portal, API, or third-party intake.
3. Manual initiation by procurement, finance, or admin team.
4. Trigger via CRM entry update or ERP supplier candidate record creation.
Platform Variants
1. Salesforce
• API: REST API / Flow Builder; map supplier fields, automate record creation, trigger approval process.
2. Microsoft Power Automate
• Trigger: Form submission; Action: Outlook email for onboarding steps, SharePoint doc storage.
3. DocuSign
• Feature: eSignature API; automatically send contract/signature request, track status.
4. Google Workspace
• Feature: Google Forms for intake, Drive for storing documents, Apps Script for notifications.
5. Adobe Sign
• API: Post Agreements endpoint; issue, sign and store compliance docs.
6. Slack
• API: Incoming Webhook; notify team in #supplier-onboarding on new submission.
7. HubSpot
• Feature: Workflow Automation; trigger onboarding steps from supplier form/CRM addition.
8. QuickBooks Online
• API: Vendor endpoint; auto-create or update supplier record, send payment info.
9. Xero
• API: Contacts endpoint; register supplier, attach onboarding docs.
10. Zoho Creator
• Feature: Form submission trigger; route data to custom approval workflow.
11. Monday.com
• API: Board creation/Item update; create onboarding task checklist for supplier.
12. Asana
• API: Task creation; assign onboarding activities to finance/admin.
13. Trello
• API: Card creation; add new supplier onboarding cards, attach intake docs.
14. Box
• API: Folder auto-create per supplier, auto-upload onboarding documents.
15. Dropbox Business
• Feature: File Request API; share secure folder with supplier for uploads.
16. PandaDoc
• API: Document Send/Signature Request; issue NDAs or agreements for e-sign.
17. SAP Business One
• API: BusinessPartner endpoint; create vendor, record KYC/AML docs.
18. Oracle NetSuite
• Feature: SuiteScript; automate onboarding checklist, vendor record update.
19. SAP Concur
• API: Vendor Add; register supplier for payable automation.
20. Airtable
• API: New form trigger to auto-track supplier onboarding status.
21. Microsoft Teams
• API: Channel notification; alert finance/admin of onboarding milestones.
22. ServiceNow
• API: Flow Designer; supplier case creation, task management in onboarding.
Benefits
1. Eliminates manual document collection and tracking.
2. Reduces approval turnaround times for finance & compliance.
3. Enforces standardized onboarding and regulatory checks.
4. Boosts visibility and traceability of supplier engagement.
5. Minimizes risk of unapproved or non-compliant vendors.
Finance & Administration