Roles involved
Onboarding statuses
View current onboarding statuses in Eftsure Workspace > Onboardings > Legend.Onboarding forms
Onboarding forms collect all required supplier information — name, government code, address, bank account details, and any custom fields your organisation requires. Forms are created and maintained in the Eftsure portal, then synchronised to D365.Form definitions are read-only in D365. All changes must be made in the Eftsure portal first. Once updated in the portal, you can manually resync forms, or wait for the daily morning batch sync (if enabled).
Trigger the invitation wizard
You can launch the onboarding invitation from three starting points:- All vendors form: Go to Accounts Payable > Vendors > All vendors, click New > Eftsure Onboarding > New onboarding.
- Eftsure Workspace: Click New > Eftsure Onboarding > New onboarding.
- Payee Check: Available from both the All vendors form and the Eftsure Workspace — useful for looking up bank details before deciding whether to onboard.
If you need to create a vendor outside the Eftsure process (for example, vendors excluded from verification), use New > Standard > New vendor (All vendors form) or New > Create > Vendor (Workspace) to open a blank vendor master form for manual entry instead.
Step 1 — New vendor details
The wizard opens on the New vendor details page. The number of wizard steps may vary depending on the vendor group configuration set up in Eftsure Parameters. Fill in the following fields:If the phone number you enter does not match the expected format (mobile vs. landline), the field turns orange and a notification appears.
Step 2 — Greeting
The greeting step lets you personalise the invitation email the vendor receives.- Greeting templates can be configured per vendor group in Parameters > Vendor groups > Greeting > User can edit.
- When editing is enabled, you can write a custom message using placeholders such as
##FirstName##and##LastName##. - You can select a saved template for the legal entity or modify and save a new template for future use.
Step 3 — Options (bank provisioning)
Configure how the vendor will provide their EFT (bank) details.
Bank provisioning defaults can be set per vendor group in Parameter > Vendor group > Bank Provisioning details.
Send the invitation
1
Click Send invite
Click the Send invite button to dispatch the Eftsure onboarding email to the vendor.
2
Monitor the status
The onboarding status is immediately set to Pending. Track progress in the Eftsure Workspace.
3
Sync or set an alert
Click Sync to manually refresh the status from the Eftsure portal, or click Alert to receive a notification when the selected vendor’s status changes. The system also runs an automated sync every hour.
Accepting the onboarding
Once the vendor completes the onboarding form, you can review, reject, or accept the submission from Eftsure Workspace > Onboardings.If the vendor’s bank account is already in the Eftsure database, it is verified instantly and the status moves directly to Accepted, bypassing intermediate statuses. This behaviour is configurable under Parameter > Vendor groups > Automation.
- A new vendor record is created in the vendor master file.
- The verified bank account is attached to the record.
- ABN and GST checks are completed automatically (where applicable).
1
Review the onboarding details
Open the onboarding record in Eftsure Workspace > Onboardings and review the vendor’s submitted information.
2
Accept or reject
Click Accept to create the vendor record in D365, or Reject to decline the onboarding. Refer to the legend in the Workspace for full status descriptions.
Customer assistance
An onboarding moves to Customer assistance status when Eftsure needs your help to continue verifying the vendor. Common reasons include:- The vendor declined to participate.
- Contact information is missing or invalid.
- Eftsure was unable to reach the vendor after 3–4 attempts over 3 days.
1
Review the reason
Read the Customer Assistance Reason and Additional information fields at the bottom of the onboarding record. A customer support link is provided if further clarification is needed.
2
Use Verification retry
Click Verification retry to supply updated contact information for the Eftsure verification team.
3
Update contact details
Enter a trusted phone number and confirm that the Eftsure verification team is authorised to call the vendor to verify the bank account.
4
Restart verification
After submitting, the onboarding status changes to Awaiting verification and the verification process restarts.