Upload a document you already have, or share a link with your supplier

You don't have to wait for a supplier. A certificate a broker emailed you, or one saved in a shared drive, can go straight into review. The supplier needs no contact record and receives nothing.

How do I upload a document my team has?

1. Open the supplier

   On the supplier's page, choose Upload an existing document. The dialog Upload a document opens. The button is available once the supplier has an active requirement.

2. Choose the requirement

   Pick the Requirement this document is for.

3. Say where it came from

   Under Where did this document come from?, choose Existing file, Supplier email, Broker or Other source. Only your team can see the document until you share it.

4. Choose the file

   Choose a PDF, JPEG, PNG or WebP file of up to 20 MB. A PDF can have up to 50 pages and must not be password-protected.

5. Add the details shown on the document

   Document name starts as the requirement's name; change it if the document has its own title. Fill in, where the document shows them, 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 to accept it. Once a file is chosen, Before you upload lists what review would flag, such as a company name that isn't the supplier's or an expired date. It doesn't stop the upload, except for a date that isn't a real date or a valid-from date after the expiry date, which can't be uploaded. It doesn't appear for a requirement answered with a questionnaire.

6. Submit or save

   Choose Submit for review to send the file for its checks and then review, or Save draft to finish later. A saved draft is kept for 24 hours.

After you submit, the dialog confirms that the document goes to review once the file checks finish. Submitting doesn't accept it: a Reviewer, Admin or Owner still checks it against the requirement. See Review a document.

How do I upload several documents at once?

To add a folder of certificates you already hold, for one supplier or many, use the bulk upload. For certificates that arrive by email, see Forward certificates to your workspace by email.

1. Open the upload page

   On Documents, choose Upload documents.

2. Add the files

   Choose Choose files, or drop the files on the page: up to 20 at a time, each a PDF, JPEG, PNG or WebP file of up to 20 MB.

3. Check each file's supplier and requirement

   Vendarity guesses them from the file name, such as Northwind Cranes public liability 2026.pdf. Check every Supplier and Requirement, and choose any it couldn't guess.

4. Upload

   Choose the button that uploads them, such as Upload 3 documents. Each file is uploaded in turn and checked, then waits in Review, where a reviewer fills in its details from the document, or checks the details AI suggested when AI is on.

Bulk upload records each file as an existing file your team holds. To say it came from a supplier email or a broker, or to add its details as you upload, use Upload an existing document on the supplier's page.

Who can see a document I upload?

It is private to your team. The supplier can't see it until someone deliberately shares it with a permitted contact, using Share with supplier contact… on the document's review page.

How do I share a link with my supplier?

A link lets a supplier contact open their request page and upload documents for the requirements you choose, without a request email.

1. Choose Share a link

   On the supplier's page, choose Share a link. The window Share a link with your supplier opens. The button appears once the supplier has a current requirement, and needs a contact with an email address; if there is no contact, the page offers Add contact instead.

2. Choose the contact and requirements

   Pick the Invited contact, then tick the requirements under Permitted requirements. The contact sees only those requirements and the documents shared for them.

3. Confirm and create

   Tick the box confirming this person may see and answer these requirements for the supplier, and choose Create access link.

4. Send it yourself

   Choose Copy link and send it to the contact by your usual email or chat. Vendarity doesn't email this link.

The link works for 7 days. When the contact opens it, they confirm a six-digit code that Vendarity emails to their address, unless they asked Vendarity to remember that browser. Anywhere else the link still needs the code, so a forwarded link doesn't let anyone else in.