Case Study: Waterloo Region District School Board achieves paperless, automated vendor registration with Laserfiche

How the Waterloo Region District School Board Registers Vendors with Laserfiche Forms

The Waterloo Region District School Board (WRDSB) in Ontario serves about 63,000 students across 123 sites with roughly 9,000 staff and routinely works with many external vendors. Their legacy vendor registration was a paper-based, five-page form with variable reference attachments that vendors faxed or mailed; purchasing analysts had to manually check forms, follow up on errors, enter data into a spreadsheet, and file paper records—creating delays, rework and administrative overhead.

WRDSB replaced this with Laserfiche Forms and automated workflows: vendors complete a dynamic online form, upload required documents, receive confirmation, and submissions are routed automatically to approvers. The system updates metadata, generates unique registration keys, writes vendor data to SQL, and lets vendors retrieve and update their records—resulting in a paperless process, more complete and accurate applications, faster approvals, eliminated spreadsheet maintenance, and reduced staff follow-up.

Waterloo Region District School Board

Chad Anderson

Business Project Manager