1. Decide what each supplier must provide
A requirement describes one document: what it is, which entity or site it must cover, and when it is due. New workspaces start with four templates you can adapt: a quality management certificate, an insurance certificate of currency, a supplier onboarding questionnaire and a code of conduct acknowledgement. Templates are versioned, so a later change never rewrites what a supplier was asked for.
2. Request documents through a private link
You choose the contact and the requirements, review the message and confirm. The supplier opens a private link and enters a code sent to their own email address, so a forwarded link alone gives no access. Suppliers never need an account or a subscription. They can upload PDF, JPEG, PNG or WebP files up to 20 MB, ask you a question, or propose a colleague or broker for you to approve.
Every file is checked for malware and stored as an exact, unchangeable version before anyone reviews it.
3. Let AI read the document (optional)
An Owner or Admin can switch on AI for the workspace after reading the processing disclosure. A reviewer then asks for suggestions on a specific file; uploading alone never sends a document to AI. The document goes to Google’s paid Gemini API with tools, search and stored interactions disabled, and the document’s text is treated as data, never as instructions.
The AI proposes the document’s key fields. Each suggestion carries its source: the page, and the line or snippet it came from. Where a document has embedded text, Vendarity checks that the cited lines really contain the quote and that the value appears in it, and withholds any suggestion it cannot confirm; on a scanned page the citation points the reviewer to the page to check. Fields the AI cannot find are marked as not found, and ambiguous dates such as 03/04 are left for a person, because a locale is not evidence of day-and-month order.
In the live evaluation of 1 October 2026, suggestions matched 472 of 475 required fields (99.4%) and left all 25 ambiguous or absent fields for a person. Measured on a synthetic test set of 100 documents, 20 per launch country. It is not a guarantee about your documents.
4. Review every field, then decide
The reviewer sees the file beside its details and confirms or corrects each of the ten fields: document type, legal entity, certificate or policy number, issuer, standard and version, site or scope, issue date, valid-from date, expiry date, review date. A correction needs a reason, and a required field that is still unknown blocks acceptance. If the named entity or site does not match the supplier relationship, Vendarity flags it for the reviewer to resolve.
Acceptance applies to that exact document version and requirement. It does not certify the supplier or approve them automatically. While a replacement is under review, the earlier accepted document stays effective for its own valid period.
5. Stay ahead of renewals
Expiry and review dates drive follow-ups. The standard schedule asks for missing documents on days 0, 7, 14 and 28, and prompts renewals 30, 14, 7 and 1 days before a document expires. You can change the schedule, contacts can pause routine reminders, and sending respects each contact’s weekday hours. SMS reminders are not available yet.
6. Keep the history and report on it
Documents, decisions and corrections are kept as versions, not overwritten. The coverage report shows which requirements are current, missing or awaiting review, and a historical view shows the position as it was known at a past date. Evidence packs and CSV exports give auditors and colleagues a fixed record.
Who does what
| Step | Who | Recorded |
|---|---|---|
| Set requirements | Your team | The template version, scope and due date |
| Upload | Supplier | The exact file, its fingerprint and the upload time |
| Read (optional) | AI, when a reviewer asks | Each suggestion with its citation, or why it was withheld |
| Review | Your team | Every field’s confirmation or correction, and the decision |
| Renew | Vendarity, on your schedule | Each follow-up and the supplier’s response |
What AI never does
- Accept a document, approve a supplier or change a decision.
- Fill a field without a person confirming or correcting it.
- Resolve an ambiguous date from your locale or a guess.
- Run automatically on upload, or exceed your plan’s page allowance.
- Score your compliance, detect fraud or verify an issuer.
14-day trial. No card needed to start.