New Customer Building File Checklist
PHASE 1: PRE-CONTRACT
Sales Documentation
Customer Information Sheet completed
Volume projections documented
Service requirements confirmed
Pricing approved by management
Proposal sent to customer
Proposal accepted / signed
Credit & Legal
Credit application received
Credit application processed
Credit limit approved: $
D&B report pulled (if required)
Trade references checked (min. 3)
Payment terms approved:
Contract
Master Service Agreement drafted
Legal review completed
Customer redlines addressed
Contract signed by customer
Contract signed by Walker
Fully executed contract filed
Phase 1 Complete Date:
Signed Off By:
PHASE 2: ACCOUNT SETUP
Financial Setup
Customer created in billing system
Customer ID:
Rate table entered
Billing contacts entered
Invoice delivery method confirmed: Email Mail Portal
PO requirement noted: Yes No
Credit hold parameters set
Compliance Documents
W-9 received and filed
Certificate of Insurance received
Insurance meets requirements: Yes No
Additional insured endorsement (if required)
COI expiration tracked:
Business license (if required)
Customs bond info (if international)
Contacts Directory
Primary contact entered
AP contact entered
Operations contact entered
Emergency contact entered
Escalation matrix documented
Phase 2 Complete Date:
Signed Off By:
PHASE 3: OPERATIONS SETUP
Facility Preparation
Location assigned:
Space allocated: sq ft / positions
Racking configured (if needed)
Staging area designated
Signage installed
Special equipment needs identified
Special equipment procured/ready
Item Master / SKU Setup
Item master received from customer
SKU count:
Items loaded into WMS
UPC/barcodes validated
Item dimensions verified
Item weights verified
Special handling flags set
Lot/serial tracking configured (if needed)
Item master approved by customer
Process Documentation
SOP drafted for this customer
Receiving procedures documented
Put-away rules configured
Pick/pack procedures documented
Shipping procedures documented
Returns process documented (if applicable)
Value-added services procedures (if applicable)
Customer-specific requirements noted
Carrier Setup
Preferred carriers identified
Carrier accounts set up
Routing guide received/created
Shipping label formats configured
BOL templates configured
Appointment scheduling process confirmed
Phase 3 Complete Date:
Signed Off By:
PHASE 4: TECHNOLOGY INTEGRATION
System Access
Customer portal account created
Portal credentials sent to customer
User roles configured
Customer portal training scheduled
Customer portal training completed
EDI Setup (if applicable)
EDI requirements documented
Trading partner ID:
VAN/connection method:
Transaction types: 940 945 943 944 856 810 850
EDI maps created
EDI testing scheduled
EDI testing completed
EDI go-live confirmed
API Integration (if applicable)
API requirements documented
API credentials issued
API documentation provided
Integration testing completed
API go-live confirmed
Reporting
Standard reports configured
Custom reports built (if any)
Report distribution list confirmed
Report schedule set up
Sample reports approved by customer
Phase 4 Complete Date:
Signed Off By:
PHASE 5: GO-LIVE PREPARATION
Inventory Transfer
Transfer plan documented
Transfer timeline agreed
Inventory count at origin (customer responsibility)
Transportation arranged for transfer
Receiving schedule set
Staff scheduled for receiving
Inventory received
Inventory counted and verified
Discrepancies resolved
Inventory count accepted by customer
Team Readiness
Operations team briefed
Team trained on customer requirements
Supervisor assigned:
Customer service rep assigned:
Emergency contacts shared both ways
Communication
Go-live date confirmed with customer
Go-live communication sent internally
Customer kickoff call scheduled
Daily check-in calls scheduled (first 2 weeks)
Escalation process communicated
Phase 5 Complete Date:
Signed Off By:
PHASE 6: POST GO-LIVE
First Week
Day 1 operations completed successfully
Daily check-in calls conducted
Issues log maintained
Issues resolved or escalated
First shipments confirmed delivered
First invoice generated
First invoice approved by customer
First Month
30-day review meeting scheduled
30-day review meeting completed
KPIs reviewed
Process adjustments documented
Customer feedback captured
Lessons learned documented
Stabilization
Operations running smoothly
Moved to regular check-in cadence
Account transitioned to Account Management
Customer satisfaction survey sent
Reference request (if appropriate)
Account Fully Transitioned Date:
Signed Off By:
DOCUMENT REPOSITORY
All documents for this customer should be filed in:
Location: [SharePoint/Drive path]
Required Documents Checklist:
Signed contract (PDF)
W-9 (PDF)
Certificate of Insurance (PDF)
Credit application (PDF)
Rate sheet (Excel)
Item master (Excel)
SOPs (Word/PDF)
EDI specifications (if applicable)
Contact directory
Meeting notes
NOTES / ISSUES LOG
| Date | Issue | Owner | Status | Resolution |
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APPROVALS
Sales Rep: Date:
Operations Manager: Date:
Finance/Credit: Date:
IT (if integration): Date:
Final Sign-Off: Date: