Free checklist

Distributor Onboarding Document Checklist

Distributor setup stalls on missing paperwork more often than on anything else. Gather these before the item setup forms arrive.

6 checkpoints, 24 verifications. Best for: Brands moving from direct store delivery to a regional or national distributor.

1Company setup

W-9 and completed vendor application
Certificate of liability insurance meeting the distributor's stated limits
Remittance and banking details for payment
A named contact for orders, billing, and deductions

2Item data

An item setup form completed for every SKU
UPC for each selling unit and GTIN for each case
Case dimensions, case weight, and pallet configuration
Shelf life, code date format, and storage temperature

3Pricing and terms

A distributor price list with case and unit pricing
Suggested retail price for each item
A promotion and trade spend plan you can fund
Payment terms and the deductions or chargebacks policy, read and understood

4Compliance

Food facility registration details from you or your co-packer, where applicable
A food safety plan or third-party audit certificate, if requested
Current certificates for every claim on your packaging
Product liability coverage at or above the distributor's minimum

5Quality and recall

A lot coding system that traces every case back to a production run
A written recall plan with a named contact
Ingredient specification sheets or COAs available on request
Allergen control documentation

6Logistics

Ship-from location and order lead time
Delivery appointment and receiving requirements understood
Temperature requirements for transit and storage
Freight terms agreed: who pays, and where ownership transfers

Do this once, then keep it current

SKU Clear tracks this for every product

SKU Clear keeps case specs, UPCs, and certifications for every product in one place, exports a spec sheet per item, and tracks every document's expiration so setup paperwork is ready when a distributor asks.

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