New customer form template
Open a trade account for a business that buys from you: who to invoice, whether invoices need a PO, its tax status, and where and how to deliver.
Company legal name
Trading name (if it differs)
What does your business do?
Company website
Federal Tax ID (EIN)
Optional: leave it blank if the business has no EIN. The business’s number only, never a personal one.
Main contact
Your name
Job title
Phone
25 questions · about 5 min · logic · file upload · prefill from the link
- No sign-up to start
- Unlimited responses on Free
Print it as a PDF Word version
Change the questions in Word, then print.
What you get back
Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.
From PulseFormCreator
Subject New response to Open an account
- Company legal name
- Harborside Hospitality Group LLC
- Trading name (if it differs)
- The Pier Kitchen
- What does your business do?
- Two waterfront restaurants and a catering kitchen
- Company website
- pierkitchen.example.com
- Federal Tax ID (EIN)
- 12-3456789
- Your name
- Luis Ortega
and 16 more answers
| submitted_at | Company legal name | Trading name (if it differs) | What does your business do? | Company website | Federal Tax ID (EIN) |
|---|---|---|---|---|---|
| 22 Sep 2026 09:41 | Harborside Hospitality Group LLC | The Pier Kitchen | Two waterfront restaurants and a catering kitchen | pierkitchen.example.com | 12-3456789 |
Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.
What happens after someone submits
Set it up once in the Workflows tab, and every new account reaches the people who set it up.
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Submitted
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A new account request comes in
Email me sends it to your accounts team, with a PDF of the answers attached.
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The account number is ready
Reply from the response in Results to reach the buyer, and their answer comes back into the same thread.
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You key in new accounts
Export them to CSV or Excel for your accounting system, with the rep’s name in its own column.
What this form asks, and why
The last column shows how often real new customer forms ask for it.
| Question | Why it is there | Real forms |
|---|---|---|
| Company legal name Required | The name invoices are issued to. | 11 of 11 forms |
| Trading name (if it differs) | Stops invoices bouncing between a brand and the legal entity. | Our own recommendation |
| What does your business do? | Sets the account type and price list. | 3 of 11 forms |
| Company website | A quick check that the business is real. | 5 of 11 forms |
| Federal Tax ID (EIN) | Optional, because a sole proprietor may have no EIN; the hint asks for the business’s number, never a personal one. The presets ask a VAT number or an ABN. | 7 of 11 forms |
| Your name Required | The person who orders. | 10 of 11 forms |
| Job title | A buyer, or the owner? | 6 of 11 forms |
| Email Required | Order confirmations and account news. | 9 of 11 forms |
| Phone Required | For a question about an order. | 11 of 11 forms |
| Billing address Required | The address on every invoice. | 8 of 11 forms |
| Who handles our invoices? | The person who pays, who is often not the buyer. | 7 of 11 forms |
| Email for invoices Required | Required, and often a shared accounts inbox rather than the buyer’s. | 7 of 11 forms |
| Do invoices need a purchase order number? | If they need one, an invoice without their PO number comes back unpaid. | 3 of 11 forms |
| How will you usually pay? | Sets the invoice terms you offer. | 2 of 11 forms |
| Would you like to apply for credit terms? | A yes ends on a link to your credit application. | 5 of 11 forms |
| Are your purchases tax-exempt or for resale? Required | Decides whether sales tax goes on every invoice. | 3 of 11 forms |
| Upload your exemption or resale certificate Required Only when “Are your purchases tax-exempt or for resale?” is Yes | Shown after a yes: the certificate you keep on file to sell tax-free. | 3 of 11 forms |
| Should we deliver to the billing address? Required | A yes skips the delivery address and the driver’s contact. | Our own recommendation |
| Delivery address Required Only when “Should we deliver to the billing address?” is No | Shown only when goods go somewhere else. | 7 of 11 forms |
| Who should the driver call? Only when “Should we deliver to the billing address?” is No | The driver calls this person, not accounts. | 3 of 11 forms |
| Delivery instructions | Receiving hours, a loading dock, a forklift: what the driver needs to know. | 4 of 11 forms |
| Preferred shipping method or carrier account | Your carrier or theirs. | 3 of 11 forms |
| Who have you been talking to on our team? | Routes the account to the right salesperson. | 1 of 11 forms |
| Anything else we should know? | The catch-all. | 0 of 11 forms |
| Terms of sale Required | Your terms of sale, linked and accepted in one checkbox. | 7 of 11 forms |
What we left out
- Owners’ Social Security numbers and home addresses. Personal-guarantee data, for a credit application with its signed authority.
- Business structure and bank or trade references. They belong to the credit check, not to opening the account.
- Card numbers. Take card payments through your payment processor’s link, never a text box.
What 11 real new customer forms ask
How many include each field, from forms organizations use today. Part of the Form Field Index.
- Organization or company 11 of 11
- Phone number 11 of 11
- Name 10 of 11
- Email address 9 of 11
- Separate billing or mailing address 8 of 11
- Accounts payable or invoice contact 7 of 11
- Agreement to terms 7 of 11
- Business tax ID (EIN, VAT number) 7 of 11
Read September 2026 · US 9, UK 2 · Sources
- General Data Company, Inc. · labeling and identification products distributor/manufacturer, US
- Approved Freight Forwarders · freight forwarder, US
- Digital Decorations · commercial printing and decoration services, US
- Hudson Valley Seed Company · seed company (wholesale to retailers), US
- High Mowing Organic Seeds · seed company (wholesale to retailers), US
- Adaptive Seeds · seed company (wholesale to retailers), US
- Kurt J. Lesker Company · vacuum equipment manufacturer, US
- Zion Packaging · packaging supplier, US
- Ravinala · wholesale supplier (trade accounts), UK
- UP Building Products · builders' merchant (trade accounts), UK
- Brushes by Karen · cosmetics and brush supplier (private label), US
How the form changes as people answer
Most people see a shorter form. These questions and screens only appear when an answer calls for them.
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When “Are your purchases tax-exempt or for resale?” is Yes
shows “Upload your exemption or resale certificate”
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When “Should we deliver to the billing address?” is No
shows “Delivery address” and “Who should the driver call?”
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When “Would you like to apply for credit terms?” is Yes
shows the “Thanks. One more form for credit terms.” ending
Make it yours
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Give each salesperson a link
Add ?rep=Jordan to the link a rep sends, and their name is filled in on every account they open.
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Point the credit ending at your application
Link your credit application from the credit-terms screen.
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Stop duplicate accounts
Under Settings → Access and limits, turn on Prevent duplicates, choose “Once per answer” and pick the company legal name.
Good practice and the law
- US
In California, a seller who accepts a valid resale certificate in good faith does not owe tax on that sale. Check your state’s rule. CDTFA, Publication 103
- UK
Check a customer’s VAT number, and the name and address it is registered to, with HMRC’s free online service. GOV.UK, check a UK VAT number
Questions about this template
What forms should I ask a new trade customer for?
This one, which works as a customer information form and account setup in one, then a resale or exemption certificate if they buy tax-free, and a credit application if they want terms. Their orders then arrive on a retailer order form.
Who fills in a new customer form?
Usually the buyer. The billing page then asks who pays your invoices and where to send them, which is often someone else.
Does a new customer form need a signature?
Not online: the terms checkbox records agreement and every response is dated. The printed version ends with a signature and date instead, and credit terms are signed on the credit application.
Can I use it in the UK or Australia?
Pick a preset above the preview. Both swap the EIN and resale certificate for local tax numbers.
Which form do you need?
Not quite the job? One of these may fit, or browse all intake forms.
- Business credit application
When the customer wants to buy on credit: references, a limit and a guarantee.
- New client questionnaire
For a client hiring you for a service, not buying goods.
- Tax and bookkeeping intake form
For an accounting practice taking on a tax or bookkeeping client.
Start with the new customer form template
Open it in the editor and link your terms of sale.
By Michael Hodge, founder of PulseFormCreator. Updated 22 Sep 2026.