Vendor Application Form Template

Collect vendor info, assess, and manage approvals.

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Overview

This free vendor application form template helps businesses qualify potential vendors, assess offerings, and manage the vendor approval process, without chasing emails or juggling PDFs.

Vendors can easily submit key details like company information, service offerings, and pricing through a secure, user-friendly form. All submissions are automatically organized in your connected database (sample included), giving your team a central hub to review and approve vendors efficiently.

Why use this vendor application form template

Faster vendor onboarding: Capture all essential info in one go, with no manual follow-ups required.
Custom branding: Match your company's look and feel with branded colors, logos, and a custom domain.
Share or embed anywhere: Use it as a standalone link or embed it in your website or internal portal.

Template features:

Customizable fields
Build a flexible form with dropdowns, file uploads, toggles, and other field types to capture the information you need, from service areas to insurance documentation.
Multi-step form experience
Break the application into sections to make it easier for vendors to complete, improving the user experience and form completion rates.
Step and section logic
Add conditional rules to only show relevant questions based on vendor type, category, or geography.
Qualification workflow
Collect everything you need up front to evaluate vendors quickly, including service offerings, certifications, and pricing sheets.
2-way data sync
Automatically sync submissions to your database (Airtable, Google Sheets, Notion, HubSpot, ClickUp, and more) for easy filtering, approval, and ongoing vendor management.
Responsive design
Ensure vendors can complete the form from any device: desktop, tablet, or mobile.
Thank you page
Add a confirmation message or next steps to guide vendors after submission, such as scheduling a call or uploading additional documents.
Event and booth details
Collect booth size, electricity needs, and any special booth requests right in the form, so your events team has everything needed to plan floor layouts before vendors show up.

Who is this vendor application form template for?

This template is ideal for any business that sources and manages external vendors. Here's how different teams can use it:

Procurement teams: Streamline vendor intake and keep records organized for compliance and sourcing decisions.
Operations managers: Collect vendor availability, service areas, insurance, and credentials, all in one place.
Construction companies: Onboard subcontractors with safety certifications, project experience, and licensing information.
Retail & eCommerce: Qualify product vendors and gather catalog submissions, pricing tiers, and terms of service.
Event planners: Intake service providers like caterers, venues, or AV specialists with detailed service offerings and contact info.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your vendor application form template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Bring in your data: Your template comes with a Softr Database already connected and loaded with sample data. From there, replace it with your own data or connect to 17+ external sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks.
3
Customize logic and branding: Describe changes using the AI Co-Builder, or adjust layouts with drag-and-drop blocks. Review user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your vendor application form is ready! Authentication, permissions, and hosting are already built in. Publish and share the URL with your teammates or clients to start collaborating.

Frequently asked questions

What is a vendor application form?
A vendor application form is used to collect important details from potential vendors, such as services offered, pricing, contact information, and certifications, to help teams qualify and approve vendors for projects or partnerships.
What data sources can I use this form with?
This template includes a sample database, but you can also connect it to Google Sheets, Notion, HubSpot, monday.com, ClickUp, or any other Softr-supported data source.
Can I use conditional logic in this form?
Yes. For example, the form can hide the Booth size and Electricity required questions until a vendor selects Yes on Booth required, so vendors who don't need a booth skip straight past irrelevant fields.
Want to change which fields trigger this logic? Prompt the AI Co-Builder to adjust the conditions, or open the visual editor to rebuild the logic step by step.
How do I customize this vendor application form?
Duplicate the template into your Softr workspace, then prompt the AI Co-Builder to add fields, adjust the booth or electricity options, or restyle the form to match your event branding.
Prefer hands-on control? Use the visual editor to drag, drop, and edit every field directly.
Can I automate what happens after a vendor submits the form?
Yes. Set up a Softr Workflow to notify your events or procurement team the moment a new application comes in, for example when a vendor requests a large booth or flags special electricity needs.
You can also trigger a workflow to send a confirmation email once a submission is approved.
What happens to vendor signatures and documents I collect?
Vendor signatures and any attached documents are stored securely in your connected database. Softr supports granular roles and permissions, so only the right people on your team can view or download submitted vendor files.