> ## Documentation Index
> Fetch the complete documentation index at: https://docs.eftsureinsided365fo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Supplier Onboarding: Invite and Verify New Vendors

> Invite a new vendor through the Eftsure onboarding wizard, track the invitation through verification, and accept the record into D365.

Supplier onboarding covers every step from sending a vendor invitation to creating a verified vendor record in Dynamics 365 FO. Multiple stakeholders collaborate to make sure vendor information is accurate and bank account details are independently verified before any payment is made.

## Roles involved

| Role                          | Responsibilities                                                                                                                           |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------ |
| **Accounts Payable Clerk**    | Sends the onboarding invitation and reviews vendor information before accepting the record into D365.                                      |
| **Vendor (invited user)**     | Receives the invitation, creates an Eftsure account, and submits company details including bank account, address, and contact information. |
| **Eftsure verification team** | Validates the supplier information by matching it against existing data or calling the vendor directly.                                    |

## Onboarding statuses

View current onboarding statuses in **Eftsure Workspace > Onboardings > Legend**.

| Status                    | Meaning                                                                                     |
| ------------------------- | ------------------------------------------------------------------------------------------- |
| **Pending**               | Invitation sent; waiting for the vendor to complete the form.                               |
| **Awaiting verification** | Vendor has submitted the form; Eftsure verification team is reviewing.                      |
| **Accepted**              | Vendor details verified; vendor record created in D365.                                     |
| **Customer assistance**   | Eftsure needs your help to proceed (see [Customer assistance](#customer-assistance) below). |
| **Rejected**              | Onboarding declined by the AP Clerk.                                                        |

## 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.

<Note>
  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).
</Note>

Access forms at **Eftsure > Parameters > Onboarding > Forms**.

## 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.

<Note>
  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.
</Note>

## 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:

| Section                 | Field                       | Notes                                                                                                                                          |
| ----------------------- | --------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- |
| **General**             | Vendor group                | Classifies the vendor; determines which onboarding form is used.                                                                               |
|                         | Government code country     | Country of company registration.                                                                                                               |
|                         | Form                        | Pre-set by vendor group. Editable only if configured under **Parameter > Vendor groups > Forms**.                                              |
| **Company information** | ABN search                  | Enter the vendor name or ABN number. ABN is not mandatory.                                                                                     |
|                         | Company name                | Auto-populates when a valid ABN is selected.                                                                                                   |
| **Contact details**     | First name / Last name      | The representative Eftsure will contact during verification.                                                                                   |
|                         | Email                       | Must be a valid email address.                                                                                                                 |
|                         | Mobile                      | Accepts mobile and international mobile numbers. Mandatory when 2-factor authentication is enabled on the invitation form.                     |
|                         | Landline                    | Required if Eftsure cannot independently source contact information. Accepts local, international, 13xxxx, toll-free, and shared-cost numbers. |
|                         | Approve use of phone number | If approved, the mobile number may be used for SMS security codes and verification calls.                                                      |

<Note>
  If the phone number you enter does not match the expected format (mobile vs. landline), the field turns orange and a notification appears.
</Note>

Before sending, click **Duplicates** to check whether a vendor with the same ABN, name, or bank account already exists in D365.

## 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.

| Option                                     | Description                                                                                            |
| ------------------------------------------ | ------------------------------------------------------------------------------------------------------ |
| **Get EFT details directly from the bank** | The vendor logs in to their bank portal through the onboarding form to retrieve details automatically. |
| **Enter EFT details manually**             | The vendor types in their bank details directly.                                                       |
| **Allow international bank accounts**      | Enable for international suppliers.                                                                    |
| **Allow cash / cheque / BPAY / other**     | Enable for non-EFT payment methods.                                                                    |

Bank provisioning defaults can be set per vendor group in **Parameter > Vendor group > Bank Provisioning details**.

## Send the invitation

<Steps>
  <Step title="Click Send invite">
    Click the **Send invite** button to dispatch the Eftsure onboarding email to the vendor.
  </Step>

  <Step title="Monitor the status">
    The onboarding status is immediately set to **Pending**. Track progress in the **Eftsure Workspace**.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## Accepting the onboarding

Once the vendor completes the onboarding form, you can review, reject, or accept the submission from **Eftsure Workspace > Onboardings**.

<Note>
  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**.
</Note>

When you accept an onboarding:

* 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).

<Steps>
  <Step title="Review the onboarding details">
    Open the onboarding record in **Eftsure Workspace > Onboardings** and review the vendor's submitted information.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Use Verification retry">
    Click **Verification retry** to supply updated contact information for the Eftsure verification team.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Restart verification">
    After submitting, the onboarding status changes to **Awaiting verification** and the verification process restarts.
  </Step>
</Steps>


## Related topics

- [Eftsure inside Dynamics 365 FO: Payment Fraud Prevention](/introduction.md)
- [Verification: Verify Existing Vendor Bank Accounts](/workflows/verification.md)
- [Vendor Management: Lookup, Create, and Verify Vendors](/workflows/vendor-management.md)
- [Eftsure User Interface: Menus, Icons and Shortcuts](/get-started/user-interface.md)
- [Configure Onboarding Settings in Eftsure Parameters](/admin/onboarding-config.md)