Proline Distributors — Vendor & Product Intake

Proline Distributors — Vendor & Product Intake

Share your vendor details and product information to get started.
Before you begin This form takes about 15-20 minutes. Some sections may need input from your finance, compliance, or customer service teams. You can click Save at any time to get a link that lets you or a colleague continue later. Please do not submit until the form is complete. Banking details are NOT collected on this form; our Accounts Payable team will collect and verify those separately by phone.
Submission Type
Proline Vendor ID (existing vendors)
1. Company Identity

All fields must match exactly what appears on your W-9 and IRS records.
Legal Business Name
DBA / Trade Name (if different)
Federal Tax ID (EIN)
Business Entity Type

Other
State of Incorporation
Year Established
DUNS Number (if applicable)
Website
2. Addresses
Corporate / Billing Address

Street Address

Street Address Line 2
CityState / ProvincePostal / Zip Code
Remit-To Address (if different)

Street Address

Street Address Line 2
CityState / ProvincePostal / Zip Code
Shipping / Pickup Origin (if different)

Street Address

Street Address Line 2
CityState / ProvincePostal / Zip Code
3. Key Contacts

Provide a point of contact for each function. Enter 'Same as above' where applicable.
Primary Sales Contact / Account Manager
Primary Sales Contact Name

First NameLast Name
Primary Sales Contact Title
Primary Sales Contact Phone
Please enter a valid phone number.Format: (000) 000-0000.
Primary Sales Contact Email
example@example.com
Accounts Receivable / Billing Contact
Accounts Receivable Contact Name

First NameLast Name
Accounts Receivable Contact Title
Accounts Receivable Contact Phone
Please enter a valid phone number.Format: (000) 000-0000.
Accounts Receivable Contact Email
example@example.com
Customer Service / Order Entry
Customer Service Contact Name

First NameLast Name
Customer Service Contact Title
Customer Service Contact Phone
Please enter a valid phone number.Format: (000) 000-0000.
Customer Service Contact Email
example@example.com
Warranty, Returns & RMA Contact
Warranty/RMA Contact Name

First NameLast Name
Warranty/RMA Contact Title
Warranty/RMA Contact Phone
Please enter a valid phone number.Format: (000) 000-0000.
Warranty/RMA Contact Email
example@example.com
Product / Technical Support
Product/Technical Support Contact Name

First NameLast Name
Product/Technical Support Contact Title
Product/Technical Support Contact Phone
Please enter a valid phone number.Format: (000) 000-0000.
Product/Technical Support Contact Email
example@example.com
Emergency After-Hours Contact (chemicals, equipment failures)
Emergency After-Hours Contact Name

First NameLast Name
Emergency After-Hours Contact Title
Emergency After-Hours Contact Phone
Please enter a valid phone number.Format: (000) 000-0000.
Emergency After-Hours Contact Email
example@example.com
4. Products & Categories Supplied
Primary product categories offered (check all that apply)

Other
Products Proposed
List or describe the specific products you are proposing to Proline — or attach your product/price sheet below instead of listing items individually.
Product / Price Sheet

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Approximate number of SKUs offered
Do you private-label for distributors?
5. Payment Terms

Banking and ACH details are collected separately by Proline's Accounts Payable team and verified by phone. Do not enter bank account information on this form.
Requested Payment Terms

Other
Minimum Order (if any)
Freight-Free Threshold ($)
Currency
Accepted Payment Methods
Early-Pay Discount Offered?
Early-Pay Discount Terms
Describe any early-payment discount terms or conditions.
Fiscal Year
e.g., Jan-Dec or Jul-Jun
Rebate / Credit / Reimbursement Payout Timing
For rebates, marketing credits, warranty credits, co-op funds, or buybacks — when should Proline expect payment, credit memo issuance, or reimbursement?
6. Pricing, Rebates & Programs
Standard pricing tier / level offered to Proline
Volume / tier discount details
Describe any volume or tier discount details.
Annual rebate program details
Describe any annual rebate program details.
Growth / SPIFF / co-op program details
Describe any growth, SPIFF, or co-op program details.
Early-buy / pre-season program details
Describe any early-buy or pre-season program details.
Price protection details
Describe any price protection details.
MAP policy details
Describe any MAP policy details.
Advertising / marketing co-op details
Describe any advertising or marketing co-op details.
Volume / tier discount schedule available?
Annual rebate program?
Growth / SPIFF / co-op programs?
Early-buy / pre-season program?
Price protection on announced price increases?
MAP (Minimum Advertised Price) policy?
Advertising / marketing co-op available?
Extended Terms for Opening Orders
Are extended payment terms available for new product launches, opening orders, or initial stocking orders? Describe.
Buyback / Swap / Market Support
Do you offer buyback, swap, exchange, guaranteed sale, markdown support, or other market support if the product underperforms? Describe.
Are you the manufacturer, master distributor, or reseller?
7. Lead Time, Shipping & Returns
Typical lead time (in-stock items)
Typical lead time (special / back-order)
Ship-from location(s)
Default freight terms
Preferred / required carriers
Drop-ship to Proline customer addresses?
PO Destination
Email address or portal where Proline should send purchase orders.
Order confirmation turnaround

Other
EDI / API ordering available?
Returns, Warranty & Defectives
Return policy (days)
Restocking fee (%)
RMA process
Standard product warranty (length)
Warranty registration required by end user?
Who handles warranty claims?
8. Regulatory & Compliance

Required for chemical, hazardous, or regulated products. Attach documentation for any 'Yes' answer.
Products include hazardous materials (DOT-regulated)?
Products require Safety Data Sheets (SDS)?
SDS distribution method
EPA registration numbers on products?
Florida Dept. of Agriculture registrations (if applicable)
Country of origin (primary)
Products subject to Prop 65 warnings?
FDA-regulated products?
Certifications held
List any other compliance / certifications
9. Insurance

Attach a current Certificate of Insurance naming Proline Distributors as certificate holder. Minimum requested: General Liability $1,000,000 per occurrence / $2,000,000 aggregate; Product Liability $2,000,000 aggregate.
General Liability — carrier
General Liability — limits
Product Liability — limits
Workers' Compensation
Commercial Auto (if delivering)
Umbrella / Excess Liability
COI expiration date

MonthDayYear
Date
10. Local Support
Local sales rep, field rep, or technical support available to Proline?
Support Contact Name
Territory or Role
Support Phone
Please enter a valid phone number.Format: (000) 000-0000.
Support Email
example@example.com
11. Trade References

New vendors: provide three current distributor or dealer references, preferably in the pool / chemical / equipment industry.
Reference 1
Company Name
Contact Name & Title
Phone & Email
Years as customer / approx. annual purchases
Reference 2
Company Name
Contact Name & Title
Phone & Email
Years as customer / approx. annual purchases
Reference 3
Company Name
Contact Name & Title
Additional Notes
Please add any additional notes, explanations, exceptions, or information Proline should know while reviewing this submission.
Phone & Email
Years as customer / approx. annual purchases
12. Required Attachments

W-9, Certificate of Insurance, and price list are mandatory for new vendors before a purchase order can be issued. SDS are mandatory for chemical/hazardous products.
W-9 (current year, signed)

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Certificate of Insurance

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Safety Data Sheets (SDS)

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Additional supporting documents

Warranty policy, RMA policy, rebate/co-op program docs, MAP policy, EPA/state registrations, distribution agreement, etc.
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Coordinator Completion Checklist
Additional Notes
Please add any additional notes, explanations, exceptions, or information Proline should know while reviewing this submission.
13. Vendor Certification & Signature

By signing below, the undersigned certifies that: (a) the information provided is true, complete, and accurate; (b) they are authorized to bind the company named above; (c) all products supplied will meet the specifications and regulatory requirements described; (d) they will promptly notify Proline Distributors in writing of any changes to tax ID, ownership, banking information, insurance, or product registrations; and (e) they have read and agree to Proline's standard terms and conditions (available upon request).
Authorized Signer Name

First NameLast Name
Signer Title
Signature
Date

MonthDayYear
Date
Vendor Coordinator

The coordinator owns sharing the Save and Continue Later draft link internally with accounting, operations, compliance, product/technical, sales/local rep, and the authorized signer before final submission.
Vendor Coordinator Name

First NameLast Name
Vendor Coordinator Title
Vendor Coordinator Email
example@example.com
Vendor Coordinator Phone
Please enter a valid phone number.Format: (000) 000-0000.
Should be Empty:

Proline Distributors — Vendor & Product Intake

1. Company Identity

2. Addresses

3. Key Contacts

Primary Sales Contact / Account Manager

Accounts Receivable / Billing Contact

Customer Service / Order Entry

Warranty, Returns & RMA Contact

Product / Technical Support

Emergency After-Hours Contact (chemicals, equipment failures)

4. Products & Categories Supplied

5. Payment Terms

6. Pricing, Rebates & Programs

7. Lead Time, Shipping & Returns

8. Regulatory & Compliance

9. Insurance

10. Local Support

11. Trade References

Reference 1

Reference 2

Reference 3

12. Required Attachments

13. Vendor Certification & Signature

Vendor Coordinator