How Vendarity tracks supplier documents, from request to renewal

Vendarity is supplier document management software. It records what you asked each supplier for, what they sent, who on your team checked it and what they decided.

How does the work flow?

The work follows four steps, in this order. In a new workspace, Home shows Owners, Admins and Managers a Get started checklist that walks through them.

1. Set requirements

   A requirement says what you need from a supplier, such as a certificate of insurance or an ISO certificate, and which dates it must show. You publish it, then assign it to suppliers with a start date and a response due date. See Create a requirement.

2. Collect documents

   Send the supplier a request by email, share a link with them yourself, upload a document your team already has, or forward a certificate email to your workspace's own address. The supplier opens the link and confirms a six-digit code sent to their email address. See Ask a supplier for a document and Forward certificates to your workspace by email.

3. Review and decide

   A reviewer opens each document beside its details, checks the company name, site and dates against it, then chooses Accept or Request changes. See Review a document.

4. Track renewals

   Vendarity tracks the expiry and review dates on accepted documents. Home counts what is Expiring within 30 days, so you can ask for a new document before the date passes.

Who uses Vendarity?

Two kinds of people use Vendarity, and they see different things.

• Your team signs in with an email address and password and works in your workspace. Each team member has a role that decides what they can do: Owner, Admin, Manager, Reviewer or Viewer. See Roles and what each one can do.
• Supplier contacts are the people at each supplier who send documents. They need no account and pay nothing. They open a link, confirm a six-digit code sent to their email address, and see only the requirements you shared with them. They don't see your internal notes, tasks or other suppliers.

Owners and Admins set up an authenticator app before they open any workspace. It is a one-time step. See Secure your account with an authenticator app.

What does Vendarity record?

• Every decision keeps who made it, when, and the details they confirmed. Earlier versions of requirements, documents and decisions stay in the history.
• A requirement is current while an accepted document is in date. Document coverage is the share of assigned requirements that have an accepted, in-date document. An exception is shown separately, so a gap stays visible.
• A person on your team makes every acceptance decision. Optional AI suggestions, offered switched on when you set up the workspace, read each new document and propose its details with page references, but a reviewer confirms them. See Let AI suggest a document's details.

Vendarity records what your team checked. It doesn't verify certificates with insurers or issuers, and it isn't a legal compliance check.