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QR Code Vendor Approval Form

Use this form before your organization posts a vendor-supplied QR code on signs, invoices, receipts, event materials, product packaging, customer emails, or employee instructions.

Form fields to collect

Vendor and owner

  • Vendor name
  • Vendor contact
  • Internal owner
  • Business purpose

Destination review

  • Approved URL
  • Expected domain
  • Redirects
  • Data collected

Sensitive action check

  • Payment
  • Login
  • File download
  • App handoff

Approval and retirement

  • Test scan date
  • Approver
  • Review date
  • Expiration or removal date

Approval steps

  1. Ask the vendor for the final destination URL before scanning or posting the code.
  2. Preview the QR code and record the visible domain, redirects, and expected action.
  3. Reject codes that ask for payment, login, downloads, or permissions outside the approved purpose.
  4. Assign an internal owner who can remove or replace the code later.
  5. Add the approved code to your QR inventory and inspection routine.

Pair this with the QR Code Vendor Review Checklist, QR Code Audit Log Template, and QR Code Signage Review Template.

Staff wording

Do not post this vendor QR code until the destination, business owner, sensitive actions, test scan, and removal date have been documented. If the code changes, submit it for review again.

Frequently asked questions

When should a vendor QR code be approved?

Approve it before the code appears on public signs, invoices, receipts, event materials, support pages, customer emails, or employee instructions.

What is the most important vendor QR check?

Confirm the destination domain, business purpose, data collected, and whether the code asks for payment, login, file download, app install, or permissions.

Should vendors use URL shorteners in QR codes?

Avoid mystery short links for sensitive customer actions. If a short link is required, document the owner, final destination, and redirect path before approval.

Is this form a security certification?

No. It is an operational review aid. Use it with vendor contracts, privacy review, staff training, destination preview, and sign inspection.

Preview vendor QR destinations before approval

QRsafer helps teams preview QR destinations before vendor signs, payment pages, forms, and app prompts are trusted.

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