The Client Self Service Vendor Onboarding feature introduces a standardized, client-initiated workflow within the Vendor App for beginning the process of onboarding outside counsel ebilling vendors.
By enabling clients to initiate vendor onboarding directly, this feature ensures consistency across organizations, reduces administrative friction, and improves vendor data quality from the start.
SETUP NOTE: An Onit implementation specialist will need to set up this feature in Onit before use. This feature is for ebilling vendors only; setup/enablement of manual vendors will not be affected.
Accessing and Using Self-Service Vendor Onboarding
1. Navigate to the Vendors application within ELM.
2. From the Vendors application, click on the Quick Launch button and then on Add New Vendor.
3. The Vendors – Create New Vendor screen will appear. For ebilling vendors, you must provide, at a minimum:
- Vendor (required)
- Currency Code (drop-down menu)
- Estimate 12 month spend
- Address, City, Country, and Postal Code (if applicable)
- Billing Contact 1 Name and Email (required) and Phone
Additional fields can be completed as desired.
Click Submit to send the information in.
NOTE: To convert a manual vendor over to the e-billing process, click the Request Vendor eBilling Onboarding button on the pre-existing vendor’s page. Users will have to fill out the billing contact emails and names, address fields, currency, and estimated 12-month spend.
The system will check to ensure duplicate entries are not created.
After submission, the information is sent through the Onit Vendor Onboarding workflow for account provisioning by the Onit Vendor Services team; the Vendor record will go into the system in the Vendor Setup Requested.
Clients can see real-time updates on the request status as it moves through the workflow (e.g., Vendor Setup Requested, In Process, Active).
Once set up, users will see the Vendor move to Active status within the system, and the client requester user will be notified via email.
Once a vendor is active, they can be assigned to matters, be requested to submit budgets, submit invoices, etc.
Vendor Onboarding Phase Explanations
- Vendor Setup Requested – Vendor account setup has been requested by the client; Onit Vendor Services team has been notified. Vendor cannot be assigned to matters.
- In Process – Onit Vendor Services team in working to provision the vendor account. Vendor cannot be assigned to matters.
- Active – Vendor account setup is complete. Vendor can be assigned to matters.
- Inactive – Vendor account setup is complete, but the vendor account is not active. Vendor cannot be assigned to matters.
- Cancelled – Vendor account setup was cancelled prior to completion, typically due to it being a duplicate vendor request or a change in requirement.
Canceling and Adjusting the Onboarding Process
If you need to cancel the onboarding for any reason during the setup phase, you can click on the Cancel Vendor Onboarding button on the Vendor page.
Fill out the Comment field, add an attachment (if necessary) and click the Send me a copy checkbox (if necessary), and hit OK to cancel.
