Supplier onboarding and bank detail change controlNo new supplier, and no new bank account, without a second pair of eyes
Dev Soft UK designs and builds supplier onboarding and bank detail change control for you with DocView Capture, DocView Web and DocView OmniRead. New suppliers are checked and approved before anyone can order from them, and a change of bank details is verified by a second person before it is used.
| Task | Assigned to | Status |
|---|---|---|
| New supplier: Northfield Supplies | Purchasing | Waiting |
| Bank details changed: Harbour Print Ltd | Finance (second check) | On hold |
| Insurance certificate: Kestrel Cleaning | Procurement | Waiting |
| New supplier: Oakline Logistics | Finance | Approved |
Illustration with sample data.
One convincing e-mail can redirect a payment
A message arrives on what looks like a supplier's letterhead: "we have changed banks, please pay the new account". If one person can update the supplier record alone, the next payment run can go to a fraudster.
New suppliers bring their own risks. Someone starts ordering before anyone has checked the company, its VAT number, its insurance or its answers to your due-diligence questions, and the paperwork is scattered across inboxes.
Two people, every time
A bank detail change is held until a different person has checked it, and the record shows who did what and when.
From request to approved supplier
Request
A new supplier form, with the documents attached.
Check
Company, VAT number and bank details are checked.
Verify
A second person confirms the bank details.
Approve
The supplier is approved before first use.
Send
The approved record goes to your accounting system.
Review
Certificates and insurance are rechecked before they expire.
Controls the products already have
These are documented features of DocView Web and DocView Capture.
Supplier records
DocView Web keeps supplier records in one place, with an approval step for new suppliers.
Workflow and forms
Steps for a user or role, Approve and Reject actions, and forms that collect what each step needs.
Check digits
DocView Capture validates UK VAT numbers and IBANs with check digits, and looks values up in your own data.
Double-key and four-eyes
A second operator re-keys chosen fields blind, and four-eyes rules require a different person for a step.
Supplier matching
Fuzzy matching against your supplier master data finds the right record despite reading errors.
Recorded decisions
Every approval decision and document action is kept in the history.
Your checks, your approvers, your ledger
We build the supplier process around your own controls and the systems you pay from.
- We build a new supplier form, for your staff or for the supplier to complete
- We configure bank detail changes so they are held until a second person verifies them, with a call-back recorded
- We add company and VAT number checks to the steps you choose
- We build due-diligence questionnaires, such as modern slavery, cyber security and financial standing
- We track supplier certificates and insurance, with reminders before they expire
- We connect approved suppliers to your accounting system, so the record is created there once it is approved
Anyone who pays suppliers
Finance and accounts payable
Teams responsible for the supplier master file and the payment run.
Procurement
Buyers who need new suppliers approved quickly, without skipping the checks.
Construction and facilities
Main contractors and facilities teams who collect subcontractor insurance and pre-qualification evidence.
Supplier onboarding questions
Is this an off-the-shelf product?
No. It is DocView Web and DocView Capture configured for your supplier process and, where needed, extended by Dev Soft UK. Supplier records with a new-supplier approval step are part of DocView Web; bank change control, questionnaires, certificate tracking and the accounting link are built for you.
Does it check suppliers against Companies House or HMRC?
Not as a standard feature. DocView Capture validates VAT number check digits, and we can build further company or VAT checks into your process where you need them.
Can it stop one person changing bank details alone?
That is what we configure it to do. The change is held as a task for a different person to verify, and both people and the outcome are recorded.
Which accounting systems can it connect to?
DocView has ready-made exports for Xero, QuickBooks Online, Microsoft Dynamics 365 Business Central, SAP S/4HANA and SAP Business One. For other systems we can connect through REST, SQL or a file in the layout they need.
Does it fit with our invoice approval?
Yes. Supplier onboarding is the first step of purchase to pay, so the suppliers you approve here are the ones your invoice process works with.
Close the gap fraudsters look for
Tell us how suppliers are set up and bank details changed today, and we will design the controls around your process.