🔁 Automate the renewal of supplier documents and avoid operational risks
Delegate expiries and updates with confidence

Once a supplier or subcontractor is approved, collecting their documentation once is not enough. Many key documents have an expiration date:

📄 insurance policies,
📄 health & safety certificates,
📄 work permits,
📄 technical qualifications,
📄 tax and fiscal documentation...

If these are not renewed in time, you risk service interruptions, compliance issues, or legal liabilities.

⚠️ Common risks of outdated supplier documentation
❌ Suppliers working with expired documents without detection
❌ Missed renewals due to lack of reminders
❌ Manual work chasing deadlines over email
❌ False sense of security after initial approval
❌ Delays in projects or blocked payments

✅ How does Trackline solve this?
With Trackline, you can automate the periodic renewal process for all active suppliers. The system sends reminders before expiry, collects the updated version, and keeps the compliance status up to date.

🛠️ How does the renewal process work?

1. Register documents per supplier in Trackline
   Each document —insurance, safety certificate, tax ID— is stored with its expiration date.
2. Trackline sends automatic reminders
   Set reminders 30, 15 or 5 days before expiry — sent directly to the supplier.
3. Supplier uploads the renewed document
   Via a secure link — no account or app needed.
4. Quick validation and auto-archiving
   The procurement team can approve, reject or request corrections with a single click. Everything is logged.
5. Global overview in your dashboard
   Filter by supplier, document type or compliance status. Instantly see who is up to date and who’s at risk.

💡 Result: always up-to-date documentation, zero manual effort

• Full compliance with contracts and legal norms
• Only validated suppliers remain active
• Fewer errors and last-minute urgencies
• Time saved on emails, follow-up and spreadsheets
• Audit-ready documentation, anytime

Want to ensure your supplier base is always compliant?
We can help you automate it in minutes. 📩 [email protected]