Upload and send a requested document
In short
On your requests page, choose Upload document on the item, pick a PDF, JPEG, PNG or WebP file of up to 20 MB, copy the details the document shows and choose Send document. You get a receipt with a short reference. Sending isn't acceptance: the business that sent the request still checks the document. If they ask for changes, they can have Vendarity email the reason to the main contact they hold for your company; open your link again at any time to see their decision.
Each document requested has its own card on your requests page. You can send one now and come back for the rest; the business that sent the request decides on each one.
How do I send a document?
Check what is asked
Read the card: its name, the site it applies to, if there is one, the business’s instructions and the response due date. If the business checks minimum insurance limits, or wording the document must show, the card lists them, so you or your insurance broker can send the right certificate.
Open the upload window
Choose Upload document on the card. The Upload a document window opens for that item.
Choose the file
Select Choose a document and pick the file from your computer or phone.
Copy the details on the document
Document name starts as the name of what was asked for; change it if the document has its own title. Then fill in what the document shows: Insurer or issuer, Company name on the document, Sites or work covered, Policy or certificate number, Valid from, Expiry date and Next review date. Leave blank anything the document doesn’t show. Fields not marked optional are needed for the business to accept it.
Read Before you send
Once you’ve chosen the file, Before you send lists what the business would flag: details it needs to accept the document, a company name that isn’t yours, a site the document doesn’t mention, or dates that don’t cover what was asked, such as an expired certificate. Fix a typo, or choose the right document. You can still send it and the business decides, except when a date isn’t a real date or the valid-from date is after the expiry date: those can’t be sent. It doesn’t appear for a file that’s part of a questionnaire, or for a saved draft you’ve come back to.
Send it
Choose Send document. The file is checked for viruses and readability, then goes to the business for review. A receipt with a short reference appears; choose Close and continue.
What happens after I send it?
The file appears on the card as Awaiting review, then Accepted or Changes requested. If the business requests changes, their reason appears under the file; read it before you send a replacement. Uploads not yet ready for review lists files still being checked, drafts not yet sent and files that could not be sent.
If the business asks for changes, they can have Vendarity email the reason to the main contact they hold for your company, with a new link to send a corrected document. Vendarity doesn’t email you when they accept a document. To check at any time, open the link you were sent again; links work for 7 days. If they need something new after that, they send a new request, or their automatic reminders ask you again.
What is the difference between a draft and sending?
Save draft stores the file without sending it. The business can’t see a draft, and it doesn’t answer the request. A draft is kept for 24 hours from when you started the upload; send it within that time or it expires and is deleted.
To finish a draft, choose Upload document again and pick it under Resume a saved draft.
Which files can I upload?
- PDF, JPEG, PNG or WebP files.
- Up to 20 MB per file.
- PDFs with no more than 50 pages that aren’t password-protected.
A file that fails the virus or readability checks isn’t sent. Upload a complete, readable copy that isn’t password-protected. If the business already has the exact same file, sending it again doesn’t complete the request: send the new document, or reply without a file to say why you can’t.
Can I do this on my phone?
Yes. The requests page works on a phone, and choosing a document opens your phone’s own file picker. Pick a saved PDF or photo, or take a photo if your phone offers that. If a photo is saved in another format, the page says “Choose a PDF, JPEG, PNG or WebP file.” Save it as a JPEG or PDF and try again.
What if the item has several parts?
Some items ask for more than one file, or for answers to questions. What's needed on the card lists each part and whether it is still needed. Use Which part is this file for? to say which part a file is for; the other parts stay open. If the card shows Answer the questions, answer them, type Your full name, confirm you’re authorized to give the answers and choose Submit answers.
Common questions
- Does sending mean the business accepted the document?
- No. The receipt confirms Vendarity received your file for its checks and review. The business reviews it and records Accepted or Changes requested.
- Will I get an email when they decide?
- Not when they accept a document. If they ask for changes, they can have Vendarity email the reason to the main contact they hold for your company. Either way, open the link you were sent again to see the status on your requests page.
- Can I email the document instead?
- Only if your request email offers it. It then says you can reply to that email with your documents attached: PDF, JPEG, PNG or WebP files, up to 20 MB each. The business checks emailed files before accepting them.
- Do I have to send everything at once?
- No. Each item is separate, so you can send one now and come back for the rest while your link works. Items you haven’t sent stay open.
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