Supplier Vetting Checklist for South African Businesses
By Leon Beyleveld, ProcureWise Consulting · 28 October 2026 · 5 min read
Use this checklist before appointing a new supplier — and periodically for existing ones. It covers the legal, tax, labour, B-BBEE, financial and operational checks that protect your business from compliance failures, fraud and supply disruptions.
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The checklist
Company registration
- CIPC registration documents on file and company status is active
- Directors and members identified and recorded
- Checked for conflicts of interest between directors and your own staff
- CSD registration number recorded (if you are, or supply to, a public entity)
Tax
- Tax compliance status verified with SARS (tax compliance status PIN)
- VAT registration number confirmed, if the supplier charges VAT
Labour compliance
- UIF registration confirmed
- COIDA letter of good standing on file and still valid
B-BBEE
- Valid B-BBEE certificate or sworn affidavit received
- Certificate issued by a SANAS-accredited verification agency (or affidavit correctly completed)
- Expiry date recorded with a renewal reminder
- Supplier correctly classified (EME, QSE or generic) and B-BBEE level captured accurately
- Black ownership and black women ownership percentages recorded
Banking and finance
- Bank confirmation letter received and banking details verified independently
- Process in place to verify any future change of banking details
- Financial statements reviewed for high-value or critical contracts
Capability and insurance
- References checked with existing clients
- Capacity to deliver the required volumes and timelines confirmed
- Relevant insurance in place (e.g. public liability, professional indemnity)
- Quality certifications checked where relevant
Health and safety
- Occupational health and safety (OHS) policy on file
- Safety file and required appointments in place for on-site work
Sector-specific licences
- Industry registrations and licences verified (e.g. CIDB grading for construction, PSIRA for security)
Risk and ongoing review
- Supplier scored on your vendor scoring matrix
- Supplier assigned a risk category (e.g. critical, high, medium, low)
- Re-vetting frequency set based on risk
Why each check matters
- Registration and tax checks confirm the supplier legally exists and is in good standing.
- UIF and COIDA checks reduce the risk of labour non-compliance in your supply chain.
- Accurate B-BBEE data protects your preferential procurement score.
- Independent bank verification is one of the most effective defences against invoice and banking-detail fraud.
- Risk segmentation lets you focus effort on the suppliers that could hurt your business most.
HOW PROCUREWISE CAN HELP
Supplier Vetting & Compliance Audits
Know exactly who you are buying from. We verify suppliers’ B-BBEE status, tax, labour and registration compliance before they cost you money or reputation.