Document requests
Email a vendor a secure upload link with your own message. What they send lands in their inbox in DocuStacker.
Vendor onboarding and compliance
Vendor Compliance Management Software
DocuStacker is vendor compliance management software that collects every vendor's documents in one place. See who is ready to work, who is missing something, and whose documents expire next. No more chasing files through email.
Document requestTo: accounts@summitjanitorial.com
Hi Dana, please upload the documents below so we can set you up as a supplier.
- Health and safety policyReceived
- W-9 tax formReceived
- Business licenseWaiting
Every vendor sits in one of four stages
- InvitedYou sent a request. Nothing has come back yet.
- CollectingSome documents are in. The checklist shows what is left.
- CompleteEvery required document is on file and current.
- Renewal dueA document expires soon. Time to ask for the new one.
Vendor requirements
What Vendor Compliance Management Software Does
Vendor compliance means making sure every vendor has given you the documents your business needs, and that none of them have expired. Think tax forms, licenses, safety policies, and signed agreements.
Vendor compliance software turns that list into a checklist. You set it up once. Every vendor then gets the same folders, and DocuStacker shows what each one is missing.
You can even call them vendors, suppliers, or subcontractors instead of clients. DocuStacker uses your word in menus, emails, and forms.
Required for every vendorExample setup
- W-9 or tax formNo expiry Required
- Certificate of insuranceExpiry required · 60 and 30 days Required
- Health and safety policyExpiry required · 60 and 30 days Required
- Business licenseExpiry required · 30 days Required
- Signed vendor agreementExpiry optional Required
- Safety or trade certificatesExpiry required · 30 days Optional
- Bank details formCollected with a form Optional
Vendor Document Management Software That Ends the Email Chase
Most vendor problems are not about one missing file. They come from a process that depends on memory and inboxes. Vendor document management software fixes the process, not just the storage.
Without a systemWith DocuStacker
Requests go out one email at a time.One request with a secure upload link.
Files sit in whoever's inbox they reached.Uploads land in the vendor's own record.
Nobody is sure which vendors are complete.Missing documents show on every vendor.
Expiry dates live in someone's head.Reminders arrive before documents expire.
A new hire has to ask where things are.Every vendor has the same folders.
How Vendor Onboarding Software Gets Vendors Ready to Work
Here is how vendor onboarding software fits into your week. Every vendor follows the same five stages.
- 1
Invite
Add the vendor and send a document request. Attach an onboarding form if you need their details.
- 2
Collect
The vendor uploads through a secure link. No account or password needed.
- 3
Review
Your team opens each document and files it in the right folder, with dates where needed.
- 4
Track
The checklist shows what is complete and what is missing. Expiry dates start counting down.
- 5
Renew
When a document is close to its end date, the vendor moves to renewal due. Your team asks for the new copy.
Review is done by your team. DocuStacker keeps documents in order and tells you what is missing, but a person decides if a document is right.
Vendor Compliance Tracking Software Features
Vendor compliance tracking software should make daily work quick. These are the tools your team uses to keep vendor records complete.
Onboarding forms
Build a form once, then send it to new vendors. Each answer is saved with that vendor and can be downloaded as a PDF.
Required documents
Mark folders as required. Any vendor without a document there shows as missing.
Expiry warnings
Each folder sets its own warning days. A license that lapses next week shows up before one that lapses in two months.
Roles and permissions
Owners choose what administrators and staff are allowed to open, add, or remove.
Activity record
A log of every upload, edit, and download, with names and times. Part of the Professional plan.
Works for Every Kind of Vendor
Your list of required documents depends on the work. Here are a few common examples.
Contractors and trades
Licenses, permits, and safety certificates for anyone working on site.
Suppliers
Tax forms, agreements, and quality certificates for the businesses you buy from.
Facility services
Cleaning, security, and maintenance firms that need access to your buildings.
IT and software providers
Signed agreements and security documents for vendors who handle your data.
Vendor Compliance Software FAQs
Answers to common questions about vendor onboarding and compliance.
View all frequently asked questionsWhat is vendor compliance management software?
It is a tool that holds the documents each vendor must give you, all in one place. It shows which vendors are complete, which are missing something, and whose documents are about to expire.
What documents do vendors usually provide?
Common ones are a tax form such as a W-9, a certificate of insurance, a business license, a signed agreement, and any trade or safety certificates your work needs. The exact list depends on your industry and your contracts.
How does vendor onboarding software save time?
It replaces the email chase. You send one request with a secure upload link, plus an onboarding form if you need details. What the vendor sends lands in their record, and the checklist shows what is still missing.
Can different vendors have different required documents?
Every vendor uses the same folder structure, and you choose which folders every vendor must fill. If you need separate checklists for different types of vendor, talk to our team about your setup.
How do we know when vendor documents expire?
Give any folder an expiry date and pick when to be warned, for example 60 and 30 days ahead. As a date gets close, that vendor moves from complete to renewal due, so you know who to contact.
Can we call them vendors instead of clients?
Yes. You choose the word your business uses, such as vendors, suppliers, or subcontractors. DocuStacker then uses that word in menus, buttons, emails, and forms.
Is vendor compliance software only for large companies?
No. A small team with twenty vendors has the same problem as a large one, just fewer files. Vendor compliance software helps most when one or two people handle every vendor on top of their main job.
Get Every Vendor Ready to Work
Collect vendor documents in one place and see what is missing at a glance. Learn more about DocuStacker, or see DocuStacker pricing.