📄 Automated Collection of Legal, Tax, and Technical Documentation in Supplier Onboarding
Avoid emails, folders, and wasted time for every new supplier

Whenever the Purchasing department starts a new business relationship, it must collect a set of key documents to verify that the supplier meets the legal, tax, and operational requirements to contract.

These documents usually include:
📋 Tax ID (CIF/NIF), articles of incorporation, powers of attorney/representation
🧾 Certificates of good standing with the Tax Agency and Social Security
📑 Insurance policies, quality certifications, OHS, GDPR, etc.
📄 Technical data sheets, declarations of conformity, sector-specific licenses
📆 Documents with expiration dates that must be reviewed periodically

When this collection is done manually:
❌ Documents are requested by email and received without order or traceability
❌ They’re stored in shared folders without version or date control
❌ Documents get lost or are accepted without proper review
❌ Too much time is spent reminding, chasing, and validating paperwork

⚠️ Risks of an informal document collection process

• Contracting without complying with legal or internal policies
• Non-conformities in audits or certifications
• Acceptance of expired or invalid documents
• Poor image with suppliers and other departments
• Unnecessary, non-scalable administrative workload

🧩 How does Trackline solve it?
Trackline automates the entire request, receipt, and validation process from the very first contact:

• Create document requirement lists by supplier or service type
  (avoid asking everyone the same things without criteria)
• Send a link for the supplier to upload documents
  (no user account or email back-and-forth required)
• Trackline automatically validates dates, formats, and document types
  (prevent errors and reduce review time)
• Assign internal owners to review technical or legal content if needed
  (with task control and comments)
• Receive alerts when a document is expired, incomplete, or incorrectly uploaded
  (act proactively, not reactively)
• Consolidate everything in a digital supplier profile accessible anytime
  (no dependence on folders or manual searches)

💡 Result: compliant supplier documentation without chasing paperwork
✔ Professional process from the first supplier contact
✔ Dramatic reduction of administrative time
✔ Legal and regulatory compliance led by Purchasing
✔ Full visibility over pending, expired, or validated items

📩 Automate it with Trackline: [email protected]