FAQ
Questions buyers ask us.
Short, direct answers. Each one is written to stand on its own; follow the links for the detail.
The product
What is Vendarity?
Vendarity is supplier document management software for businesses in the United States, Canada, the United Kingdom, Australia and New Zealand. It collects supplier certificates, insurance documents and other evidence, helps your team review each one field by field, and tracks renewals with a complete history. Vendarity is operated by Oceanx Consulting Pty Ltd (ABN 67 615 055 368), an Australian company.
About VendarityWhat is supplier document management?
Supplier document management is the work of requesting, checking, storing and renewing the documents your suppliers must provide, such as quality certificates, certificates of insurance and signed policies. Done well, it tells you at any moment which documents are current, which are missing and which expire soon, and it keeps a record of who checked what.
Read the full explainerWhich documents can I collect?
Any business document a supplier can upload as a PDF, JPEG, PNG or WebP file up to 20 MB: quality and management system certificates, certificates of insurance or currency, questionnaires, policies and signed acknowledgements. You define each requirement, including the entity or site it must cover. Vendarity is not meant for medical records, identity documents, payment card details or employee credentialing.
Do suppliers need an account or a subscription?
No. Suppliers open a private link and confirm a code sent to their own email address, then upload, ask questions or propose a colleague. Supplier access is free and does not use your buyer seats.
How do renewal reminders work?
Expiry and review dates drive email follow-ups. The standard schedule prompts a renewal 30, 14, 7 and 1 days before expiry and chases missing documents on days 0, 7, 14 and 28; you can change it, and contacts can pause routine reminders. SMS reminders are not available yet.
Can I see what was on file at a past date?
Yes. The historical coverage report shows each requirement’s position as it was known at a chosen date and time, and earlier document versions and decisions are never overwritten. A document uploaded later cannot fill an earlier gap in the record.
AI
How does the AI work?
When a reviewer asks, the AI reads one uploaded document and proposes its key fields: entity, issuer, certificate or policy number, standard, scope or site, and the issue, valid-from, expiry and review dates. Every suggestion carries a page and line or snippet citation, or an explicit “not found”. A person then confirms or corrects every field.
See the AI step in detailCan the AI approve a document or a supplier?
No. Only a person can accept a document or approve a supplier, and acceptance is blocked until a reviewer has confirmed or corrected every field. The AI cannot change a status, call tools or act on instructions written inside a document.
Are our documents used to train AI models?
Vendarity does not train AI models on your documents. AI processing uses Google’s paid Gemini API, whose terms say Google does not use prompts or responses to improve its products; Google may keep limited logs for abuse monitoring, and processing can happen outside your country. Vendarity also turns off stored interactions, search and model tools.
Google’s Gemini API termsHow accurate is the AI?
In a live evaluation on 1 October 2026, suggestions matched 472 of 475 required fields (99.4%) across 100 synthetic documents, 20 per launch country, and left all 25 ambiguous or absent fields for a person. That is a synthetic test set, not a guarantee about your documents, which is why every field still needs a reviewer.
What happens with ambiguous dates like 03/04?
They stay unresolved until a person decides. A date written 03/04/2026 could be 3 April or 4 March, and your locale is not evidence of which one the issuer meant, so neither the AI nor Vendarity guesses.
Can we use Vendarity without AI?
Yes. AI is off until an Owner or Admin switches it on for the workspace, and manual review works fully without it. Each plan includes a monthly AI page allowance with no overage charges.
Plans and countries
How much does Vendarity cost?
Core is US$129 a month for 100 active suppliers and 5 buyer seats; Growth is US$249 a month for 500 active suppliers and 15 buyer seats. Prices are in US dollars and exclude applicable tax. Supplier access is free.
Compare plansHow does the free trial work?
Every new workspace starts with a 14-day trial and no card is needed to start. The trial includes 20 active suppliers, 3 buyer seats and 100 AI pages.
Can I subscribe today?
Not yet. Vendarity is in early access: paid checkout opens once live billing is connected, and until then every workspace runs on the trial. When checkout opens, Stripe may offer payment in Canadian dollars, pounds sterling, Australian dollars or New Zealand dollars as well as US dollars.
Which countries do you support?
Buyers can be based in the United States, Canada, the United Kingdom, Australia or New Zealand. Your suppliers can be anywhere. The product and support are in English.
Data and security
Where is our data stored?
The application server and database run on a Hostinger VPS in Malaysia (Kuala Lumpur). Evidence files are stored in a private Backblaze B2 bucket in US East (us-east-005). This is not Australian-only hosting.
Trust, data and limitsHow is access controlled?
Each workspace is isolated in the database with row-level security, people get role-based permissions, and privileged access requires authenticator-based multi-factor sign-in. Original files are never shared as reusable links: every download is checked against the person’s access at that moment.
Can we export our data and leave?
Yes. An Owner can export the whole account, including original files, and reports export to CSV and evidence packs at any time. When an account closes, it stays read-only for 30 days so you can export before deletion.
Is Vendarity certified to SOC 2 or ISO 27001?
No. Vendarity does not claim SOC 2, ISO 27001 or any other certification. The trust page sets out the controls in place and what is still outstanding.
Read the trust pageDoes Vendarity check that a certificate is genuine?
No. Vendarity records your team’s review; it does not verify issuers, detect fraud or judge insurance coverage. For certificates, check the issuing body and its accreditation directly, as our guide explains.
How to check an ISO 9001 certificateStill have a question?
The help guide walks through every step in the product.