Power Automate workflow · Procurement

Vendor registration: collect documents, sign the agreement, approve and create the supplier

Suppliers register through a form, upload SSM and bank documents, sign the vendor agreement and are approved by procurement.

TriggerMicrosoft Forms (external) or Power Pages registration form
ConnectorsMicrosoft Forms · SharePoint · Adobe Acrobat Sign · Approvals
CategoryProcurement

The problem

Supplier registration runs on emailed scans of SSM certificates, bank letters and unsigned forms; audits find gaps.

The outcome

A complete, signed vendor file every time, and supplier master data created only after approval.

Before you start

  • Vendor agreement as an Acrobat Sign template.
  • A Vendors list with status column and a document library for vendor files.

Build it step by step

  1. Register — Supplier submits company details and uploads SSM, bank confirmation and MOF certificate (if relevant).
  2. Create the vendor folder — Create new folder named with the SSM number and move uploads into it.
  3. Sign the agreement — Send the vendor agreement through Acrobat Sign to the supplier's authorised signatory.
  4. Approve — On signing, Start and wait for an approval to procurement with links to all documents.
  5. Create the supplier — On approval, create the supplier in your ERP (via its connector or an HTTP call) and email the supplier their vendor code.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Check for duplicates by SSM number before creating a folder.

Licensing

  • External Forms uploads require a Forms setting that allows anyone to respond with file upload; Power Pages has its own licence.

Variations

  • Add sanctions or credit checks via an HTTP call before approval.

Common in: GLCs · Government · Manufacturing