Vendor Onboarding and Setup in Docyt
Vendor Onboarding in Docyt
Table of Contents:
Table of Contents
Overview & Objective
User Roles & Responsibilities
How Vendor Onboarding is Triggered
Step-by-Step Vendor Onboarding Flow
Account Setup Requirements
Bank Verification Process (Micro Deposits)
Navigation & Default Experience
Important Notes & System Rules
1. Overview & Objective
The Vendor Onboarding process enables vendors to securely set up their account on the Docyt platform after receiving an invitation from a Business Owner.
The goal is to:
Allow vendors to create their account securely
Collect required payment and tax information
Verify bank details via micro deposits
Ensure vendors are fully set up to receive payments
Vendors can only sign up using the email address they were invited with.
2. User Roles & Responsibilities
Business Owner
Initiates onboarding from the Vendor module
Enters Vendor Name and Vendor Email
May add additional vendor details (auto-populated after signup)
Vendor
Accepts invitation
Completes signup
Logs in and completes account setup
Adds bank and tax information
Verifies bank account
3. How Vendor Onboarding is Triggered
Business Owner navigates to the Vendor module.
Enters:
Vendor Name
Vendor Email Address
(Optional) Additional details
System sends an invitation email to the vendor.
Important: Any additional information entered during invitation automatically populates the vendor profile after signup.
4. Step-by-Step Vendor Onboarding Flow
Step 1: Vendor Receives Email Invitation
Vendor opens the email.
Clicks Continue.
Redirected to the Sign-Up page.
Step 2: Vendor Sign Up
The Sign-Up page includes:
Pre-filled Email (Non-editable)
Invite Code
Found in the invitation email
Confirms vendor identity
Prevents duplicate vendor creation
If invited at multiple emails, the first user to confirm the invite code becomes the valid account holder
Full Name
Password (must meet Docyt password criteria)
Vendor clicks Continue → Account is created.
Step 3: Login
Vendor logs in using:
Email
Password
Step 4: Walkthrough
Upon first login:
System highlights key sections.
Guides vendor through required setup steps.
(Refer to product mockups for detailed UI walkthrough.)
5. Invoices Page (Default Landing Page)
After login, the Invoices page is the default landing page.
Displays:
Invoice list OR
“No invoices yet” state with CTA to add Bank Account Information
Left Navigation Menu:
Invoices
My Account
5. My Account Setup Requirements
To enable full functionality, vendors must complete the following:
A. Profile Information
Business Name
Email
Phone
Address
Department (if applicable)
B. ACH Bank Account Information
Bank Name
Account Number
Routing Number
C. Physical Check Address Book
Address for check delivery (if applicable)
D. Tax Information (W-9)
Legal Name
Entity Type
Address
TIN
Signed Date
Note: Vendors may skip W-9 temporarily, but it will be flagged as incomplete in the UI.
6. Bank Verification Process (Micro Deposits)
After ACH details are added:
System sends two small micro deposits to the vendor’s bank account.
Deposits may take 24–48 hours to reflect.
After 24 hours, vendor sees:
A banner notification
Verify Now button (persists until verification is complete)
Vendor enters the two deposit amounts.
System marks the bank account as Verified.
7. Setup Complete
Once bank verification is complete:
Vendor gains full access to:
Invoices (view payment status)
My Account (update profile, bank info, W-9, addresses)
Onboarding process is now complete.
Navigation Overview
Left Sidebar Includes:
Invoices
My Account
No additional modules are available in the vendor view.
8. Important Notes & System Rules
Vendor must use the invited email address to sign up.
Invite code is mandatory for identity validation.
Banner alerts for bank verification remain visible until completed.
Vendors can skip W-9 but will see an incomplete status indicator.
Follow Docyt branding, typography, and spacing guidelines.
UI should align with approved mockups.
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