Introduction

If you plan to supply goods or services to government ministries, parastatals, or public institutions in Zimbabwe, you must first obtain a Vendor Number. This number is an official registration issued by the Procurement Regulatory Authority of Zimbabwe (PRAZ) and the Ministry of Finance and Economic Development to identify approved suppliers in the government procurement system.

Without a valid Vendor Number, your business cannot be paid for goods or services provided to government departments, nor can it participate in most public tenders. This guide explains how to complete your vendor number application in Zimbabwe, step by step.

What Is a Vendor Number?

A Vendor Number is a unique identification code assigned to a business or individual that supplies goods or services to the Government of Zimbabwe or its affiliated agencies. It acts as your company’s procurement identity and is used for:

  • Processing supplier payments
  • Participating in tenders and public procurement bids
  • Tracking transactions with government departments
  • Ensuring compliance with the Public Procurement and Disposal of Public Assets Act

Every registered supplier must have a vendor number to receive payment for any government-related transaction.

Why You Need a Vendor Number

Applying for a vendor number is more than a formality—it’s a compliance requirement that protects both the supplier and the government. It ensures:

  • Transparency: Only verified and registered suppliers transact with public institutions.
  • Efficiency: Payments are processed faster through the national accounting system.
  • Accountability: Both parties can track procurement and payment records easily.
  • Eligibility: You cannot apply for most government tenders or contracts without it.

In short, a vendor number is your entry pass into Zimbabwe’s formal public procurement system.

Who Can Apply for a Vendor Number

Vendor registration is open to:

  • Registered companies and private limited entities
  • Sole traders and partnerships
  • NGOs and community organizations
  • Individuals offering professional services
  • Foreign companies with valid local representation

The applicant must have all relevant tax and business compliance documents, as outlined below.

Documents Required for Vendor Number Application

Before starting your application, ensure you have the following documents:

  1. Certificate of Incorporation (for companies) or Business Registration Certificate (for sole traders)
  2. CR6 (formerly CR14) showing company directors and registered office address
  3. CR5 (formerly CR6) or proof of business address
  4. Valid ZIMRA Tax Clearance Certificate (ITF263)
  5. Bank Confirmation Letter (stating account name, branch, and number)
  6. Company Profile describing your goods or services
  7. National ID copies of directors or business owners
  8. Proof of PRAZ registration (for procurement-related businesses)
  9. Contact details including phone number, email, and physical address

Having these documents ready ensures a smooth and faster registration process.

How to Complete the Vendor Number Application Process

Step 1: Obtain the Application Form

The Vendor Number Application Form can be obtained from the Ministry of Finance and Economic Development, the Accountant General’s Office, or downloaded from official government channels.

Step 2: Fill Out the Form Accurately

Provide all required business information, including:

  • Business name (as registered)
  • Business registration number
  • ZIMRA Business Partner Number (BPN)
  • Physical and postal addresses
  • Nature of business and goods/services offered
  • Banking details for payments

Ensure that every field is filled accurately. Errors or missing information can delay processing.

Step 3: Attach Supporting Documents

Compile all the required documents listed above. Each copy must be certified true by a commissioner of oaths or legal practitioner.

Step 4: Submit the Application

Submit your completed application and documents to the Accountant General’s Office within the Ministry of Finance and Economic Development in Harare or at any provincial treasury office. Some institutions also allow submission through their digital portals.

Step 5: Await Processing and Verification

The ministry will review your documents and verify your business details with ZIMRA and the Registrar of Companies. This step ensures authenticity and prevents duplication of vendor numbers.

Step 6: Receive Your Vendor Number

Once approved, your business will be issued a unique vendor number. You’ll receive written confirmation, which you can use when bidding for tenders, signing supply contracts, or submitting invoices for payment.

Processing Time

The processing time for a vendor number in Zimbabwe usually ranges between 7 to 21 working days, depending on the completeness of your application and verification speed. Incomplete or inconsistent documentation may cause delays.

Common Reasons for Application Delays or Rejection

  • Missing or expired Tax Clearance Certificate (ITF263)
  • Incorrect or mismatched company details
  • Uncertified or incomplete documents
  • Invalid or unverified banking information
  • Lack of proof of business address

To avoid rejection, always double-check your documents and ensure consistency across all forms.

Renewal and Updating of Vendor Details

Your vendor number does not expire, but you must keep your records updated. Whenever your company changes its name, directors, address, or banking details, you must notify the Ministry of Finance in writing and provide supporting documentation.

Failure to update your details can cause payment delays or suspension from the vendor list.

Tips for a Successful Application

  • Always use your official company letterhead for correspondence.
  • Ensure your ZIMRA tax clearance certificate is valid for the current year.
  • Keep copies of all submitted forms and acknowledgments.
  • If you operate in a regulated sector, ensure you have the necessary licenses or permits.
  • Follow up politely with the Ministry after submission to confirm receipt and progress.

Conclusion

Completing your vendor number application in Zimbabwe is a vital step toward doing business with the government. It formalizes your company’s participation in public procurement, ensures smooth payment processing, and builds your business credibility.

By preparing the correct documents, filling out the form accurately, and maintaining compliance with ZIMRA and other authorities, your business can become a trusted and eligible government supplier.

Obtaining your vendor number is not just an administrative task — it’s your gateway to broader business opportunities and long-term growth within Zimbabwe’s formal economy.