Use our free vendor approval workflow spreadsheet to track supplier approvals, monitor review stages, record decisions, and manage vendor onboarding more efficiently.
Approving a vendor often involves multiple teams, approval steps, compliance checks, and supporting documents. Without a structured process, supplier approvals can quickly become delayed, inconsistent, or difficult to track.
A vendor approval workflow spreadsheet gives you a simple way to manage the approval process from the initial supplier request through to the final onboarding decision.
Download your free vendor approval workflow spreadsheet now.
A vendor approval workflow spreadsheet is a tracking document used to manage the process of reviewing and approving suppliers before they are authorised to work with a business.
It helps teams record supplier information, assign approval stages, track progress, monitor outstanding actions, and maintain a clear approval history.
Instead of relying on disconnected emails, spreadsheets, and approval requests, a workflow spreadsheet keeps supplier approvals visible and organised.
Vendor approval is the process of assessing and approving a supplier before they are added to the business as an approved vendor.
The approval process may include financial checks, compliance reviews, insurance verification, contract approval, cybersecurity assessments, stakeholder reviews, and internal sign offs.
The goal is to reduce supplier risk and make sure vendors meet business requirements before purchasing begins.
A vendor approval workflow spreadsheet helps businesses manage supplier approvals in a more structured and consistent way.
Once multiple departments, reviews, and approval steps are involved, it becomes easy for supplier requests to become delayed or overlooked. A spreadsheet helps keep the process moving.
It helps you:
A workflow spreadsheet is especially useful when procurement, finance, legal, IT, compliance, or operational teams all need to review suppliers before approval.
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Our free vendor approval workflow spreadsheet is designed to help you manage supplier approvals without creating your own tracking file from scratch.
You can use it for:
Download the spreadsheet, add your suppliers, assign approval stages, update status fields, and use it to keep the approval process organised.
Download the free vendor approval workflow spreadsheet now.
A good vendor approval workflow spreadsheet should make supplier approvals easier to manage, not harder.
It should include the information needed to understand supplier status, outstanding actions, and approval progress.
The spreadsheet should include the supplier or vendor name.
This helps teams keep a clear record of all suppliers currently under review.
Vendor contact information makes communication easier during the approval process.
This may include contact names, email addresses, phone numbers, and account manager details.
The approval request date shows when the supplier approval process began.
This helps track approval timelines and identify delays.
An approval owner ensures accountability for progressing the supplier through the workflow.
This identifies who is responsible for managing the approval process.
Approval stage shows where the supplier currently sits within the workflow.
Common stages may include submitted, under review, awaiting documents, compliance review, approved, rejected, or on hold.
Compliance status helps track regulatory or policy reviews.
This may include insurance checks, security assessments, certifications, financial reviews, or legal approvals.
Supporting documents help validate supplier information.
Examples include contracts, insurance certificates, tax forms, cybersecurity documents, or company registration records.
Stakeholder approvals record which departments or reviewers have approved the supplier.
This improves visibility across the approval process.
Risk notes help teams record concerns identified during supplier review.
This may include financial concerns, operational risk, compliance issues, or security risks.
The final approval section records whether the supplier has been approved, rejected, or requires additional review.
This creates a clear record for future reference.
You should use a vendor approval workflow spreadsheet whenever suppliers require formal review before onboarding or purchasing.
A vendor approval workflow spreadsheet is useful when:
For very small or low risk purchases, a simple approval process may be enough. But for structured supplier onboarding, a workflow spreadsheet helps improve visibility, consistency, and control.
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