B2B procurement in Russia: tenders, vendor onboarding, and payment routines

Procurement in Russia is often formalised, even in private B2B. Buyers may run competitive selection, request a standard document pack, and approve suppliers through onboarding before the first purchase order. For foreign groups and foreign-owned entities, the practical risk is not "winning the tender" but delays caused by onboarding gaps, document flow mismatches, and unclear payment triggers.

How tenders work in practice

Two common formats appear across industries:

Public procurement: procedures and timelines are regulated; participation is usually electronic; document accuracy is critical.
Commercial procurement: buyers set their own rules; the process may include an RFQ, technical clarification, shortlist, and contract negotiation.

A typical commercial tender cycle:

request for proposal (scope, specs, delivery terms);
supplier qualification (documents and compliance checks);
bid evaluation and negotiation (price, warranty, logistics);
contract and document flow approval;
first delivery or service start.

Vendor onboarding: what buyers usually requestф

Onboarding is a compliance and operations checklist. Common items:

corporate documents and signatory authority;
tax registration details and bank requisites;
related parties / UBO and compliance questionnaires (where required);
agreed document flow: who signs, how acceptance is confirmed, and what closing documents are required.

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Onboarding runs smoother when the supplier’s document pack matches the buyer’s approval route and the closing documents are agreed before delivery. This reduces disputes about acceptance and payment triggers.

Ivan Masley, Head of Corporate Legal Services, Outsourcing Solutions

Payment habits: what drives timing

Payment terms are contract-driven, but operational routines often depend on:

acceptance confirmation: the buyer’s confirmation that goods/services were received as agreed;
closing documents: invoice and primary documents required by the buyer’s finance team;
consistency: the same scope, dates, and references across contract, purchase order, delivery/acceptance, and invoice.

Checklist before the first bid (supplier side)

Confirm scope boundaries and deliverables in writing;
align acceptance steps (who confirms, in what form, and when);
agree the closing documents set and signing route;
define the payment trigger (delivery vs acceptance vs milestone);
set change control (how extras and amendments are approved);
confirm who signs the contract and supporting documents.

Practical table: what to align upfronta

How we support clients in Russia

Outsourcing Solutions supports foreign companies registering and operating in Russia, foreign-owned entities, and Russian ООО and non-profit organisations. We help align procurement contracting and onboarding packs with accounting and tax compliance routines, and we support company formation, bank account onboarding, payroll, and HR administration.

To begin, please share: your draft contract or template, the buyer’s onboarding questionnaire (if available), and your planned document flow for acceptance and closing documents. Prepared by Corporate Legal Services and Accounting & Tax team, Outsourcing Solutions.

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