Vendor onboarding and tax-form collection

Getting a vendor's details right before the first payment

A new vendor intake covers their trade licence, banking details, payment terms and VAT Tax Registration Number if they are VAT-registered. Collecting the TRN before the first payment, rather than at year end, means a bill can be checked against a valid TRN as soon as it is coded, not months later when a VAT return is being pulled together.

Free zone status matters too

For a supplier operating from DMCC, JAFZA, DIFC, ADGM, RAKEZ or IFZA, we also note their free zone or mainland status at intake, since it can affect whether VAT applies to a transaction and whether Corporate Tax treatment differs from a standard mainland supplier. That flag sits on the vendor record so it does not need re-checking every time a bill comes in.

What we flag, not decide

If a vendor will not provide a TRN or trade licence copy, we flag it and tell you rather than deciding how to treat the payment ourselves. Any VAT recovery or Corporate Tax consequence of that gap is a decision for you and your tax agent, not something we resolve on your behalf.

One current vendor list

A single vendor list is kept current as vendors are added or retired, set up directly in your accounting or bill-pay software. That means a finance review six months from now starts from one record, not from three spreadsheets that have drifted apart since onboarding.

Group and cross-border vendors

Some UAE companies buy from a related entity registered in Saudi Arabia, Qatar or elsewhere in the Gulf, or from a parent company's own supplier list. We record that relationship on the vendor file too, since intercompany purchases carry their own VAT and Corporate Tax treatment that is different from an unrelated third-party bill.