What's included
Every supplier onboarded,
qualified and kept current
What's included
The problem with
vendor records no one fully trusts
New suppliers get onboarded through email attachments and one-off spreadsheets, so certifications, insurance and tax forms go stale without anyone noticing—until an audit or a lapsed policy causes a problem.
SmartDocs gives every vendor a single profile: a self-service portal to submit documents, automatic expiration alerts, and one record your procurement, AP and compliance teams all trust.
Deliverables
What's included
Onboard
New suppliers register through a self-service portal, uploading W-9s, certificates of insurance, and diversity certifications.
- Supplier registration portal
- Required document checklist
- Automated reminders for missing items
Qualify
Submissions are reviewed against your qualification criteria before a vendor goes active.
- Configurable qualification rules
- Risk & compliance scoring
- Email & in-app notifications
Monitor
Expiring certifications and insurance policies trigger alerts before they lapse.
- Expiration alert dashboard
- Automatic renewal reminders
- Searchable request history
Maintain
One vendor master record stays in sync across procurement, AP and your ERP.
- Audit trail & timestamps
- ERP posting
- Performance scorecards & exception review
How we work
How suppliers are onboarded and managed
From the moment a supplier registers to the moment they’re active in your systems, here’s what happens at each step.
Register the Supplier
A new supplier signs up through the portal and uploads their tax form, insurance certificate, and any required certifications.
Qualify and Score
The submission is routed automatically for review against your qualification rules—risk, compliance and diversity criteria included.
Approve and Activate
Your team reviews the vendor profile with full context, then approves, rejects, or requests missing documentation.
Monitor and Maintain
Status updates in real time, and the vendor record posts to your ERP once active—with alerts before certifications expire.
Vendor management examples
See what's possible
Common vendor onboarding and compliance scenarios inside SmartDocs
Supplier Onboarding & W-9 Collection
- Vendors active in days, not weeks.
Certificate of Insurance Expiration Alert
- No lapsed coverage. No surprises.
Vendor Risk Review to Reactivation
- Vendor back in good standing, documented.
FAQ
Common questions
Answers about how check requests and approvals work inside Smart Payables.
How are new suppliers onboarded?
New suppliers register through a self-service portal with their tax form, insurance certificate, and any required certifications. Submissions are then routed automatically to your team for review based on vendor type, risk level, or spend category.
Who can see a vendor’s qualification status?
Suppliers can track their own onboarding status from submission through approval. Procurement, AP and compliance teams see the same record, so nobody has to email or call to check where a vendor stands.
How are qualification and risk rules configured?
Your team configures qualification criteria such as required documents, risk thresholds, and diversity classification. Vendors can be routed through a single reviewer or a multi-step qualification chain depending on category.
What happens if a vendor’s documentation is incomplete or expired?
If a submission is missing information or a certification lapses, the vendor is notified automatically with what’s needed. The vendor record keeps its full history, so there’s a clear trail of what changed and when.
Does this integrate with our existing ERP or AP systems?
Yes. SmartDocs integrates with SAP ECC, SAP S/4HANA, and SAP S/4HANA Public Cloud, as well as Oracle PeopleSoft and E-Business Suite, Microsoft Dynamics, Infor, and Aptean. Active vendors sync directly into your vendor master and payment systems.
Will it work alongside tools we already use?
SmartDocs is designed to fit into your existing environment rather than replace it. It works alongside document repositories such as SharePoint, Google Drive, and Azure Blob Storage, and can be deployed in the cloud or on-premise depending on your requirements.
Is ongoing support included?
What if we're not sure where to start?
Start with the vendor categories causing the most risk or the most manual chasing—often insurance certificates, tax forms, or diversity certifications. Our team can walk through your current process and help you decide where vendor management will have the most impact first.