🗂️ Automate the archiving of fiscal and accounting documents by supplier
Make your document manager smart
As a construction project progresses, fiscal and accounting documentation piles up fast:
📄 invoices
📄 withholding certificates
📄 tax forms
📄 declarations of responsibility
📄 credit assignments
📄 tax status certificates
If handled manually (folders, emails or non-structured systems), data becomes scattered, errors increase, and the admin team wastes valuable time searching, verifying or correcting.
With Trackline, you can automate the collection, validation and archiving of this documentation by supplier and project, with full traceability and expiration alerts.
⚠️ Common issues in document archiving
❌ Mislabelled files or misplaced folders
❌ Inability to locate specific tax docs during inspections
❌ Duplicate or expired supplier files
❌ Time wasted on manual checks
❌ Sensitive data with poor access control
✅ How does Trackline help?
Trackline lets you define document templates per supplier, assign them to each vendor, and manage submission, validation and archiving automatically — all structured and accessible.
🛠️ How to structure your accounting archive with Trackline
- Define the required fiscal/accounting docs
Examples:
- Tax forms (036/037)
- IRPF withholding certificates
- Signed bank account (IBAN)
- Invoices or payment receipts
- Credit assignments
- AEAT & Social Security certificates
- Assign templates to each active supplier
Either at onboarding or when starting a new project. - Suppliers upload via a personal link
No need for an account. They can also sign or leave comments. - Auto or manual validation
Set rules for expiry, format or frequency. Admins only review exceptions. - Immediate access by supplier, doc type or date
Perfect for audits, internal reviews or reconciliation.
💡 Result: documents structured, accessible, and effortless
✅ Automatic archiving by supplier
✅ Reduced manual workload and errors
✅ Ready for inspections or internal checks
✅ Version and expiry control
✅ Increased security and traceability
📩 Want to automate your supplier documentation archive and free up admin time?
We’ll help you get started: [email protected]