Free template · fillable PDF
New supplier form template
A one-page supplier details form for Australian businesses and bookkeepers. It asks for the ABN, ACN, GST registration, contacts and bank details, and has an office-use box to record the ABN check and the phone call that confirms the bank account. Add your business name, download, and send it to new suppliers.
What’s on the form
- Business details: legal entity name (as on the ABN register), trading name, ABN, ACN for companies, GST registered yes or no and from when, addresses and website.
- A line about missing ABNs: the ATO’s rule that a payer generally withholds the top rate of tax from payments over $75 (excluding GST) when no ABN is quoted, and the Statement by supplier for suppliers who have an accepted reason. Source: ATO, Withholding if ABN is not provided.
- Contacts: a named contact, phone, email and the address for remittance advice.
- Payment details (optional): account name, bank, BSB and account number, with a note that you’ll confirm them by phone before the first payment and never change them because of an email alone.
- Declaration: name, position, signature and date.
- Office use only: when the ABN was checked and by whom, tick boxes for “ABN active”, “name matches the register” and “GST registration matches”, and the number you called to confirm the bank details, where it came from, who confirmed them and when.
When the form comes back
1. Check the ABN and name. Look the ABN up on the register with the free ABN lookup (or find it from the ACN). Make sure it’s active and the legal or business name matches the form. A typo usually fails the ABN checksum, which the ABN validator shows instantly.
2. Check the GST answer. If they ticked yes, the GST check shows whether the ABN is registered for GST and from what date. If the register disagrees with the form, ask before the first bill.
3. Confirm the bank details by phone. Scamwatch’s advice on business email compromise scams is to call the business on a number you found yourself before paying new or changed bank details. More in the guide to what an ABN check catches on a fake invoice.
4. Re-check the whole list now and then. ABNs get cancelled and GST registrations lapse after set-up. Check a supplier list from a Xero, MYOB or QuickBooks export or a pasted list of ABNs; the first 25 are free with no account.
Common questions
What should a new supplier form include?
At least the supplier's legal entity name, any trading name, ABN, ACN for a company, whether they're registered for GST, contact details and, if you'll pay them by transfer, their bank account. This form also has a short declaration and an office-use box where you record when the ABN was checked and how the bank details were confirmed.
Is the PDF fillable?
Yes. The supplier can type into every field and tick the GST box in a PDF reader such as Adobe Acrobat Reader or the reader built into most browsers, then save it and send it back. It also prints cleanly if they'd rather write on it.
Why does the form ask about GST registration?
Only a business registered for GST can charge it, and the ATO says to make sure your suppliers are registered before you claim a GST credit. Asking up front, then checking the answer on the register, catches problems before the first bill arrives.
What happens if the supplier doesn't give an ABN?
The ATO says that if a supplier doesn't provide an ABN and the payment is more than $75 excluding GST, you generally withhold the top rate of tax and pay it to the ATO, unless an exception applies. A supplier with an accepted reason can give you the ATO's Statement by supplier form instead. The form explains this in one line.
Can the bank details on the form be trusted?
Not on their own. Scamwatch says to check any change to payee details by calling the business on a number you found yourself, not one in an email or on an invoice. The form tells the supplier you'll do that, and the office-use box records the number you called, where it came from and who confirmed it.
Do I need an account?
No. Download it with or without your business name. The PDF is made when you click and isn't stored; ClearABN only counts that a form was downloaded.
More: suppliers with no ABN on file · TPAR contractor ABN check · tax invoice checker · for bookkeepers
This is a general template, not legal or tax advice. Change it to suit your business. The withholding and Scamwatch points summarise the linked pages as at October 2026.