Purpose
1. Automate the entire new vendor onboarding process for a motor scooter repair shop, centralizing document collection, compliance checks, contract e-signing, profile creation, payment setup, communication, and status tracking to accelerate partner sourcing and ensure regulatory adherence.
2. Enforces automated task management, centralizes vendor data, automates legal and financial documentation, and initiates integrations for seamless vendor partnership activation.
3. Automates reminders, notifications, and approval routing, reducing human errors, ensuring compliance, minimizing delays, and tracking vendor milestones.
4. Results in automating cross-departmental collaboration with audit logs and providing automated analytics for vendor performance.
Trigger Conditions
1. New vendor request is submitted via web form or CRM.
2. Email received with specific subject ("Vendor Application - Scooter Division").
3. New record added in vendor management system.
4. File uploaded in a designated onboarding folder.
5. Request received from procurement API for onboarding start.
Platform Variants
1. Microsoft Power Automate
• Feature/Setting: Automated workflow triggered on incoming SharePoint list entry; configure HTTP request action for vendor info transfer.
2. Zapier
• Feature/Setting: Automates multi-step onboarding across Google Forms (trigger), GDrive (file storage), and Slack (notification) using "Multi-Step Zap".
3. Workato
• Feature/Setting: Configure "Vendor Onboarding Recipe"; automate DocuSign API and QuickBooks integration for vendor payment setup.
4. DocuSign
• Feature/Setting: Automated Envelope API; send e-contracts for signature and retrieval.
5. HelloSign
• Feature/Setting: Embedded Signing API for automating legal document workflows.
6. Google Workspace
• Feature/Setting: Use Apps Script to automate document collection and Google Calendar invite for onboarding calls.
7. HubSpot
• Feature/Setting: Automated workflow for adding vendors to CRM and email onboarding sequence.
8. Salesforce
• Feature/Setting: Process Builder or Flow Automator; auto-create vendor account and trigger onboarding checklist.
9. Slack
• Feature/Setting: Workflow Builder automates internal channel notifications for new vendor status.
10. Trello
• Feature/Setting: Butler Automation to automate board card creation and label updates for each onboarding step.
11. Asana
• Feature/Setting: Rule-based automator for onboarding task templates and automated deadline reminders.
12. Jira
• Feature/Setting: Jira Automation rule to create onboarding issue, auto-assign to procurement.
13. Monday.com
• Feature/Setting: Automate pulse creation with "When status changes" recipe for each onboarding milestone.
14. Mailgun
• Feature/Setting: SMTP API automates email notifications to vendors during onboarding.
15. Twilio
• Feature/Setting: SMS API to automatedly send status updates to vendor mobile numbers.
16. SendGrid
• Feature/Setting: Automated onboarding email sequence via Marketing Campaign API.
17. QuickBooks
• Feature/Setting: API automates vendor account setup and payment method registration.
18. Xero
• Feature/Setting: Automated new contact creation via Xero API for accounts payable.
19. Airtable
• Feature/Setting: Automation triggers for creating records and automated status change for onboarding stages.
20. Box
• Feature/Setting: API-driven automated document collection and sharing with access permissions.
21. PandaDoc
• Feature/Setting: Automated template dispatch for contracts and centralized document tracking.
22. Typeform
• Feature/Setting: Automated data collection, pushed over webhook for instant downstream process initiation.
23. BambooHR
• Feature/Setting: API triggers to automate vendor compliance checks and account provisioning.
24. AWS Lambda
• Feature/Setting: Custom scripts automating workflow logic, event-driven via API Gateway.
25. Google Cloud Functions
• Feature/Setting: Automatedly invokes vendor verification micro-services on form submission.
Benefits
1. Automation eliminates data entry errors, reduces manual work, and speeds vendor readiness.
2. Automated reminders and escalations ensure deadlines are never missed.
3. Centralized, auditable, automated record-keeping enhances compliance.
4. Automated approval flows and status updates support real-time transparency and accountability.
5. Scalable automatable process adapts as volumes or requirements grow, making vendor onboarding consistent and efficient.
Vendor & Partner Coordination