What belongs in a vendor file before the first remittance

A practical checklist of registration papers, bank letters, and contract clauses Taiwan finance teams should collect before money moves.

Before the first remittance to a new supplier, the vendor file should answer three questions: who are we paying, where does the money go, and under what terms. In vendor risk review work across Taiwan importers, the packets that fail usually miss one of those answers — not all three.

Minimum documents

Company registration that matches the invoice letterhead
Bank confirmation letter or cancelled cheque image naming the same entity
Tax identifier used on invoices
Signed contract or purchase terms stating payment timing and currency
Named contact for bank-detail changes, with a phone number independent of email

What we mark as a hold

Account numbers that do not appear on any bank letter, entity names that drift between contract and invoice, and contracts that never state when payment is due. A missing brochure is not a hold; a missing bank letter is.

If you are onboarding several suppliers at once, a new-supplier onboarding check keeps the first-payment gate consistent.