📂 Collect and manage suppliers’ tax and banking documentation — no emails, no errors
Delegate the request, collection and validation of administrative documentation.
In every new project or job site, the administration team must request essential documents from dozens of suppliers for invoicing, payments and regulatory compliance:

📑 Updated tax information
🏦 Bank account certificates
🧾 Tax forms 036/037
📜 Corporate deeds, powers of attorney, ID of legal representatives
📧 Contact details for e-invoicing

This process is usually slow, disorganized, and overly reliant on email. Documents are requested via email, received in various formats, some expire unnoticed, and it’s easy for something to be missed.

With Trackline, you can automate document collection, validate data, and keep everything organized and accessible by supplier, with expiry alerts.

⚠️ Common problems in administrative document collection
❌ Crossed emails with incomplete or unsigned data
❌ Outdated bank certificates blocking payments
❌ Unreviewed deeds or expired powers of attorney
❌ Time wasted reviewing, archiving and chasing manually
❌ Risk of tax non-compliance or accounting errors

✅ How does Trackline solve it?
Trackline enables the admin team to:

• Request all required documents via a single link
• Set up different workflows depending on supplier type
• Validate formats, expiration dates and completeness
• Receive alerts before documents expire
• Consult real-time documentation status by supplier

🛠️ How to set it up?

1. Create a documentation template
   Example: CIF/VAT, signed IBAN, powers, deeds, billing contact, etc.
2. Assign this template to new suppliers
   Each supplier receives a unique link — no login required
3. Trackline performs automated tracking and validation
   It checks formats, due dates, and missing items
4. Review, approve and auto-archive
   Approved documents are organized by supplier and project, ready for invoicing
5. Receive alerts before documents expire
   You’ll be notified before any certificate, power or ID expires

💡 Result: payments without delays, documentation always ready
Validated, up-to-date supplier documentation
Less manual workload on repetitive tasks
Better internal control and fiscal compliance
Time savings in every supplier onboarding
Organized, accessible info from any site or office

Want to automate supplier documentation collection this week?
We’ll help you configure your first workflow in minutes. 📩 Write us at [email protected]