Guide
The Vendor Compliance Checklist
By Keelstar Team · Updated June 1, 2026
The short answer
Before paying a vendor, collect a W-9, a current certificate of insurance that meets your limits, and any required agreements — and screen them against exclusion lists. After onboarding, monitor the COI for expiration and re-screen on a schedule.
Before the first payment
Collect the documents that gate payment and risk.
- W-9 (or W-8 for foreign vendors)
- Certificate of insurance meeting your required limits
- Signed agreement or order terms
- Exclusion-list screening where required
After onboarding
Compliance is recurring. Monitor insurance expirations, re-screen against exclusion lists on a schedule, and re-collect tax forms when they go stale.
Keep it auditable
Hold every document and check together as one vendor record you can export on demand.
Put this into a monitored workflow
Vendor Packet handles this continuously — with reminders and an audit trail.