📑 Request and validate supplier documentation before contracting
Full control over supplier approvals and compliance

In construction, before contracting a new supplier or subcontractor, the Procurement team must verify that the company meets all legal, tax, and technical requirements:

📄 tax registration,
📄 liability insurance,
📄 HSE certificates,
📄 bank account verification,
📄 technical references, etc.

This is often done by email, without structure or traceability. The result? Incomplete files, outdated documents, or approvals without formal backing.

⚠️ Common issues in Procurement
❌ Suppliers onboarded without full document validation
❌ No record of who submitted what, or when
❌ No traceability during audits or disputes
❌ Urgent hires bypass control processes
❌ Scattered documents across inboxes, folders or printouts

✅ How does Trackline help?
Trackline lets you automate new supplier onboarding: it collects the required documents, validates their status, and archives everything with full traceability. No one starts working until fully approved.

🛠️ How does the supplier onboarding flow work?

1. Create a custom document checklist
   Include what your legal or compliance teams require:
   ✔️ Tax registration (Form 036/037)
   ✔️ Valid liability insurance policy
   ✔️ Social Security compliance certificate
   ✔️ Signed & sealed IBAN
   ✔️ Technical references or project history
2. Send a secure upload link
   Each supplier gets a unique link – no login or software needed.
3. Review and validate documents
   You can configure automatic rules or validate manually.
4. Supplier is marked as “approved” or “pending”
   Only once validated can they operate or be linked to a PO.
5. Everything is archived and traceable
   You have full access to document status, validation logs and upload dates. Ideal for audits.

💡 Result: validated suppliers, no risks, no paper
Faster onboarding, with full control
Centralised, up-to-date documentation
No more hiring without compliance
Legal and operational peace of mind

Want to try this flow for your next project or tender?
We can set it up for you in minutes. 📩 [email protected]