eProcureAI / Platform / Keep supplier records current
Use caseSupplier paperwork never ends. An insurance certificate expires, a tax form goes stale, banking details change. Moving that work to the supplier and the calendar removes it from your week entirely.
Two touches from your team. Send the invitation, review what comes back.
Ask a procurement coordinator what fills their week and supplier paperwork is usually near the top. Not because any single task is difficult, but because there is always another one.
A certificate expires in three weeks and somebody has to notice. A supplier changes their bank details and tells one person by email. A tax form from two years ago is still on file and nobody has checked whether it is current. The noticing is the job, and it is invisible until it fails.
When it does fail, the consequences are disproportionate. An uninsured contractor on site. A payment to a bank account that changed without verification. A supplier who cannot be paid because their details were never completed properly.
The supplier holds the documents, so they should enter them. The calendar knows when something expires, so it should do the chasing. Between those two, almost none of this needs to sit with your team.
What is left is a review when a supplier first joins, and an occasional exception when somebody does not respond. That is a genuinely small amount of work compared with maintaining a list.
Chasing a new supplier for documents they already have, by email, several times.
Working out which of eleven required items has not arrived, usually from an inbox.
Remembering that an insurance certificate lapses next month, across every supplier at once.
The one that genuinely matters, and the one most likely to be skipped when somebody is busy.
You send an invitation with the right form attached. They provide company details, tax forms, insurance and banking. The form will not accept an incomplete submission.
Every document carries an expiry date. Reminders go to the supplier before it lapses and escalate if they stay quiet. No human maintains a list of who owes what.
The most common route into an accounts payable fraud is a bank detail change that nobody checked. Verification happens before payment can be released, without exception.
Anything with an expiry can be tracked. These are the ones that cause problems when they lapse.
| Item | Why it matters | What happens as it nears expiry |
|---|---|---|
| Insurance certificate | An uninsured supplier on site is your exposure, not theirs | Supplier reminded, escalated, then new orders blocked |
| Tax forms | Payment and reporting obligations depend on them being current | Supplier reminded ahead of the deadline |
| Certifications | Industry or contractual requirements that lapse quietly | Reminded, with the specific document named |
| Compliance validity | Approval for a period rather than forever, so review is scheduled | Appears on the review list before it ends |
| Banking details | Changes are the most common fraud route into accounts payable | Verified before payment, every time |
Existing commitments continue when something lapses. Only new orders are stopped, so a delivery already in transit is not punished.
The supplier is told before the date rather than after, which is usually all it takes.
Escalation on your schedule, still to the supplier rather than to your team.
New orders are blocked while existing commitments continue untouched.
You can request that single item rather than restarting the whole onboarding form.
The supplier appears on a review list, so an annual review is a filter rather than a project.
Verified before payment, with a second person involved by design.
The work does not disappear. It moves to the two places better suited to doing it.
Send an invitation and review what comes back. Two touches per supplier.
Collects, verifies, scores, then watches the calendar indefinitely.
Bring a supplier you are about to onboard and we will send the form live, then walk through what comes back.
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