Complete Document
Compliance
Control
Centralise all supplier compliance documents. Track insurance certificates, policies, and certifications with automatic expiry alerts, approval workflows, and complete audit trails.
Document Types
Track all supplier compliance documentation in one centralised repository with intelligent categorisation
Insurance Certificates
- Employers' Liability (EL)
- Public Liability (PL)
- Professional Indemnity (PI)
- Product Liability
Certifications
- ISO 9001 (Quality)
- ISO 14001 (Environmental)
- ISO 27001 (InfoSec)
- Cyber Essentials
Policies
- Anti-Bribery Policy
- Modern Slavery Statement
- H&S Policy
- Environmental Policy
H&S Documents
- RAMS (Risk Assessments)
- Method Statements
- COSHH Assessments
- Training Records
Accreditations
- CHAS
- SafeContractor
- Constructionline
- CSCS Cards
Other Documents
- Carbon Reduction Plans
- Data Processing Agreements
- Insurance Schedules
- Company Registration
Insurance Coverage Validation
Ensure suppliers maintain adequate insurance coverage with automatic validation and alerts
Coverage Requirements by Category
System automatically validates coverage amounts against your configured requirements
| Insurance Type | Minimum Cover | Applies To | Status Check |
|---|---|---|---|
|
|
£10,000,000 | All employers (legal minimum) | Auto-validated |
|
|
Configurable | On-site contractors | Per category |
|
|
Configurable | Professional services | Per category |
Multi-Stage Expiry Alerts
Never be caught off-guard by expired documents. Our multi-stage alert system notifies relevant parties well in advance, with automatic escalation for critical items.
Alert sent to Procurement team with document details
Reminder sent + Supplier contact request initiated
Manager escalation + Work restriction warning issued
Work orders blocked until renewal submitted
Supplier Portal Notifications
Suppliers with portal access receive automatic notifications with direct links to upload renewals:
See It in Action
Your insurance certificates renewal period has just passed, and 40 of your 150 suppliers have updated policies that need uploading to your system. Right now, those certificates are arriving as email attachments. Some are PDFs, some are scanned images, a few are photographs taken on someone's phone. They are being saved into a shared drive folder that has no naming convention and no version control. In three months, when an auditor asks for proof of valid insurance for a specific supplier on a specific date, you will spend an hour hunting through folders to find it.
How It Works
My Supplier List provides a central document repository for every supplier, with version control, expiry tracking, and approval workflows built in.
Each document is uploaded against a specific document type: insurance certificate, health and safety policy, financial accounts, Modern Slavery statement, or any custom type your organisation defines. When a new version of a document is uploaded, the previous version is archived automatically. You can always see the full version history and pull up any past document if needed for audit purposes.
Expiry dates are tracked at the document level. When an insurance certificate is uploaded, the expiry date is recorded. The platform starts sending automated reminders, both to your team and to the supplier through the portal, well before the expiry date arrives. If a document expires without a replacement being uploaded, it is flagged on the supplier's record, their compliance status is updated, and the gap appears on your compliance dashboard.
Documents go through an approval workflow. When a supplier uploads a new certificate through the portal, a designated team member receives a notification to review it. They can approve, reject with a reason (prompting the supplier to upload a corrected version), or request additional information. This means you are not just collecting documents. You are verifying them.
The document module links to every other part of the platform. Compliance packs can require specific document types to be uploaded as evidence. Onboarding workflows can include document upload steps. Risk scores factor in whether key documents are current or expired. This tight integration is what separates a proper document management system from a glorified file store.
Automated expiry tracking and reminders replace manual calendar entries, ensuring compliance documents are always current and every upload is version-controlled with a full audit trail.
Related Features
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Take Control of Compliance
Eliminate compliance gaps, reduce risk, and ensure you're always audit-ready with our automated document management system.