Vendor Registration Form in Telegram: 8 Fields

When a new supplier writes to you, you need the same few things from everyone: who they are, how to reach them, what they sell, where they deliver, and what it costs. Collected from emails and chats, the answers come in a different shape each time, and the price list is a photo lost in the scroll.

Here is a vendor registration form that runs in a Telegram bot: eight fields to keep or drop, two replies to paste in, and a private channel where the suppliers you approve become your approved list. Two limits first. The form does not verify a tax ID or a company, and the standard price-list step takes photos only, not PDF or Excel files. If your suppliers send files, write to support.

Eight fields for a vendor registration form

This is the Supplier Application template in Easy Post. After you pick it, you can rename, delete or add fields in the form builder. Keep an optional field only if a buyer will read the answer.

• Company name (required). The name you will search for later.
• Tax ID (required; prompt "Tax ID / registration number:"). It is stored as typed and never checked, so "12345" goes through. Formats differ by country, so look the number up in your national company register yourself before you approve.
• Contact person (required). Who your buyer should write to.
• Contact (required; prompt "Phone or email:"). One line with no format check, so a mistyped email passes. The card also shows the sender's Telegram name and, if they have one, their @username.
• Product category (required, buttons: Raw Materials, Equipment, IT Services, Office Supplies, Logistics, Other). Rename the buttons to your own purchasing categories first. Every supplier then lands in one of six groups, not in its own spelling of "equipment".
• Geography (required; prompt "Service geography/regions:"). Typed text. Say in the prompt what you want: cities, or whole countries.
• Price list (optional; up to 5 photos; the skip button says "Will send later"). The default prompt, "Upload price list (photo/scan):", invites files the bot refuses, so change it to "Send a photo of each page of your price list (up to {max_files})". Keep the field optional if you can ask for prices later, and make it required if you will not consider a supplier without one. If you need PDF or Excel price lists, write to support.
• Description (optional). A short text about the company. Buyers rarely read it, and it is the field that breaks registrations that carry photos, as "Where a registration gets stuck" explains. Delete it unless you will use it.

From registration to your approved list

1. Share one link: on your "become a supplier" page, in an email signature, at the bottom of a request for quotes. The supplier taps Start and answers one question at a time, with a progress bar.
2. The request reaches you in Telegram with buttons: Approve and Reject, plus Edit and Delete. The card shows the text answers and a link. The price-list photos are not in the card, so open the request in the dashboard, where they appear as small thumbnails, before you decide.
3. Check, then decide. Look up the tax ID in the company register. If the supplier mistyped a contact, fix it with Edit before you approve.
4. Approve means "you are on our list". The supplier gets your message at once (text below), and the registration is posted into your private channel with the price-list photos. Reject means "not now" and sends your rejection text. Delete removes the request silently, so the supplier gets no answer at all.
5. The channel is your approved list. Each approved supplier is one post with their details and price list. Use the search inside the channel: type a category or a city.

Illustration: the texts are the bot's own; names and data are made up.

Illustration: the texts are the bot's own; names and data are made up.

Two replies to paste into the settings

The form settings have two boxes for this, Approved Message and Rejected Message. They accept Telegram HTML tags such as <b> and <a href>. The defaults, "Your submission has been approved!" and "Your submission was not approved.", tell the supplier nothing. Replace them.

When you add them to the list:

You are on our supplier list. When we need your category, our buyer will contact you using the details you gave. To send updated prices, write to t.me/yourbuyer

When you do not need them now:

Thank you for applying. We are not buying in your category right now. Questions: t.me/yourbuyer

Promise only what you will do. A supplier who is told "we will write to you" and hears nothing for a year has been told something untrue.

Illustration: the texts are the bot's own; names and data are made up.

Where the approved list lives

Connect a private channel that only you and your buyers are in. It will hold tax IDs, phone numbers and price lists, and a public channel would show all of them to everyone. The same registration is also kept in the dashboard, where you can open it later. The people you add to your project also get the Telegram cards, and they can approve too.

If you would rather feed a spreadsheet or a procurement system, add a webhook. Easy Post then sends each approved registration as JSON to a URL you give it. You write the receiving end, and webhooks are not included in every plan, so check the pricing page first.

Where a registration gets stuck

• Long text plus photos deletes the registration. When a registration has photos, the post must fit 1,024 visible characters, and the default post carries every text answer, so one long description or a long list of regions is enough to break it. The supplier is told to shorten and start again, and everything they typed is gone. The fix is in the form settings. Either delete the Description field, or delete the line <strong>Description</strong>: {description} from the Post Template. The text then stays on your card and in the dashboard, but not in the channel post.
• The standard form does not save a PDF price list. The photo step takes photos only. Before the first photo, a PDF or an Excel file gets "Please send a photo." After it, the file is dropped silently. If you need files, write to support. Until then, put your email in the approval text and ask for the file there.
• Auto-approve. Leave Auto-approve off on the publish action. With it on, or with every action switched off, nothing waits for you: the card has no buttons, and the supplier only sees "Thank you! Your submission is awaiting review." and never gets your answer.
• Duplicates. A supplier can register twice and nothing flags it. Search the channel by tax ID before you approve.
• The per-person limit. The template allows 5 registrations a day and 20 a month per Telegram account. A broker registering many companies from one account will hit it. Raise both numbers in the form settings.

What the form does not do

• It does not verify a tax ID or a company.
• There are no statuses beyond approved and rejected: no "under review", no "shortlisted".
• There are no requests for quotes, no price comparison, and no database with filters. The approved list is a channel plus the dashboard.

A company with a formal procurement system and audit duties needs that system. For a business that collects suppliers in emails and chats today, this replaces the chaos. If your task is to collect client enquiries rather than suppliers, see the client intake form for agencies. The same approve-as-the-answer logic runs the event registration form.

Set it up in five steps

1. In onboarding, pick the Supplier Application template.
2. On the pipeline page, press "Test the form in Telegram". This links your Telegram, so the cards can reach you.
3. Create a private channel for your buyers, add the bot to it as an administrator with the right to post, and enter the channel under "Still to do". Press "Check that the bot can post".
4. In the form settings, rename the categories, set the prompts for the tax ID, geography and price list, edit the Post Template, and paste the two replies with your own contact.
5. Fill the form in yourself and press Approve once: check the post in the channel and the reply you receive as a supplier. Then share the link.

New to bots? How to create a Telegram bot without code shows how to make one.

Set up a vendor registration form in Telegram →