Small-business safety
New Vendor Approval Worksheet
Help small teams review new vendors, contractors, services, and recurring charges before adding them to business records.
Purpose
Help small teams review new vendors, contractors, services, and recurring charges before adding them to business records.
Use this worksheet before adding a new vendor, supplier, contractor, software service, listing, or recurring business charge. Verify through a known channel when the request arrives from a message, link, ad, or cold contact.
Business need
- The business reason is clear.
- The person requesting the vendor is approved to do so.
- The product, service, or work is understandable.
- The request is not based only on urgency, fear, a cold message, or a surprise offer.
- The first invoice, quote, or renewal request matches the expected service.
Setup review
- Vendor contact information came from a trusted source or was verified through a known channel.
- The owner, bookkeeper, or approved reviewer checked the setup.
- Payment terms follow the normal business process.
- The vendor master-file entry has a clear internal owner.
- Do not share passwords, one-time codes, or private documents during setup.
- Review notes were saved before any payment was approved.
Reminder
New vendors should enter the payment process only after a calm review.
This page is educational and should be adapted to the business's own tools, policies, and qualified professional guidance when needed.