Qualtrics Supplier Onboarding Playbook: 

Best Practices for Qualtrics’ Suppliers 

Welcome to Qualtrics! We are committed to establishing and maintaining a smooth and efficient partnership with all our suppliers. As such, we’ve put together this guide to inform and assist you in our interactions. Please review the following guidelines for doing business with Qualtrics, which include our standard invoicing and payment practices.

Supplier Due Diligence (LevelPath Portal)

 As a new Qualtrics supplier, you will undergo an assessment, which we refer to as “Due Dilligence”. You will receive an emailed link from LevelPath to upload all your relevant information. 

This includes:

  • The Qualtrics Due Diligence Form.
  • Your banking information: This MUST be provided on bank letterhead or a voided check. Submissions not on official bank letterhead or without a voided check will be rejected.
  • Your W9 (if you are a US provider).
  • Any Security Certification documentation (if applicable).
  • Your Company's Data Privacy/GDPR Policy (if applicable).
  • Your Company's Security Policy (if applicable).
  • Any additional, relevant files you wish to provide. 

Contracts

  • All engagements are subject to the following legal terms, as applicable:
    • Framework Agreement: Qualtrics Master Services Agreement, available at https://www.qualtrics.com/master-services-agreement/ or, for software providers, the Qualtrics SaaS Provider Agreement. If a separate framework agreement has been executed between your company and Qualtrics, that agreement will control.  
    • DPA: Qualtrics Contractor Data Processing Agreement, available at https://www.qualtrics.com/cdpa/, which applies if you may receive, have access to, or otherwise process personal data on behalf of Qualtrics or Qualtrics customers and/or partners in connection with your services.   
    • BAA: Qualtrics Contractor Business Associate Agreement, available at https://www.qualtrics.com/vendor-baa/, which applies if you may process Protected Health Information on behalf of Qualtrics or Qualtrics customers and/or partners in connection with your services.   
  • A Work Order or Order Form governed by the applicable framework agreement will define the scope of services, deliverables, and other payment information.  
  • [In case of conflict, the Work Order or Order Form supersedes the applicable framework agreement if the Work Order or Order Form states its intent to modify the conflicting terms.] 

Invoice Requirements and Payment Procedures (Coupa Portal) 

Invoice Requirements:  

  • Prompt Submission: Invoices must be submitted within 90 days from the delivery of services against a purchase order to the Coupa supplier portal at https://supplier.coupahost.com in accordance with the instructions here.
  • Information Required: Invoices must contain sufficient information for Qualtrics to determine the accuracy of the billed amounts. If an invoice does not contain this information, it will be rejected until corrected. The needed information is:   
    • Purchase order number
    • Purchasing Qualtrics entity with full address (must match with the purchasing entity enlisted in the Purchase Order)
    • Invoice number
    • Supplier name (must match the supplier name on the purchase order)  
    • Itemized Invoice Amount (tax and shipping must be broken out separately)  
    • Currency  
  • Standard Payment Terms: Unless otherwise agreed in the framework agreement, payment is due within 90 days of Qualtrics' receipt of an undisputed invoice that complies with the Invoice Requirements.
  • Disputed Invoices: If an invoice is disputed, the disputed amount will be due within 90 days after the resolution of the dispute.
  • Invoice Requirements for Payment: Payment will be issued upon receipt of a complete and accurate invoice. If an invoice does not meet the specified requirements, it will be refuted, and payment will be made once a compliant invoice is submitted.

Pricing Warranty 

Price Cap: The price for services provided under a Work Order or an Order Form may be subject to adjustment at the time of renewal, but any such increase shall not exceed 3% of the then-current pricing in the applicable Order Form / Work Order. 

Internal Review Process  

  • Depending on the scope and nature of our relationship, your engagement may undergo several rounds of internal review by various Qualtrics teams, including Legal, Security, IT, and Finance. We appreciate your patience. This process is crucial to determine the best structure for continued success and compliance and ensuring end to end visibility.  
  • Please be aware that this internal and contracting review process can, at times, be lengthy, potentially taking weeks or even months depending on scope and scale of the contract. Your timely responses to information requests and contract reviews will reduce overall timelines. We appreciate your patience and understanding as we work to ensure a robust and mutually beneficial partnership. 

We look forward to a successful partnership!