Stop supplier documents from expiring without anyone noticing.
Trebol Suppliers builds a file for each supplier, records the expiration date of every document and sends alerts in time. If the documentation expires, the supplier is suspended automatically.
For tax certificates, insurance policies, bank details and any document with an expiration date.
- One file per supplierAll their documentation in one place.
- Automatic expirationsEvery document with its date and its alert.
- Supplier self-serviceThey upload and update their documents from the portal.
Every document expires on a different date. Tracking them by hand does not scale.
If your supplier files live in folders, emails and an expiration spreadsheet, these situations will sound familiar.
“This certificate expired three months ago.”
Tax certificates, gross-income filings, insurance policies, bank details. Everything expires at different times and, by the time someone notices, you have already been operating with irregular documentation.
Alerts before expiration.“Can you send me the certificate again?”
Purchasing chases each supplier by email to update their documents, and the file ends up in the inbox of whoever asked for it.
Suppliers upload them in the portal.“Were they compliant when we paid them?”
Reconstructing what a supplier had on file means going through emails and folders.
A history with user, date and time.From supplier onboarding to the expiration alert.
The file is built at onboarding and, from then on, Trebol tracks the dates for you.
- 1
Onboarding
The supplier pre-registers in the portal and completes their details.
- 2
File
They upload their documentation to the file from the portal, without sending it by email.
- 3
Expirations
Each document is stored with its expiration date and Trebol tracks it automatically.
- 4
Alerts
Trebol sends automatic email notifications on each event, so nobody has to remember.
- 5
Suspension
If the documentation expires, the system automatically suspends the supplier.
The status of every supplier, in plain sight.
Trebol Suppliers brings the file, the expirations and the communication with the supplier into one platform.
Digital supplier file
Each supplier's details and documentation in a single place, not scattered across emails and folders.
Automatic expirations
Every document has its date and the system tracks it, with no parallel spreadsheets.
Self-service portal
Suppliers upload and update their documentation on their own.
Automatic notifications
Email alerts on each event, without depending on someone remembering.
Automatic suspension
A supplier with expired documentation is suspended by the system.
Traceability
Every action is recorded with user, date and time.
The supplier file is the first step of the purchasing cycle.
Documentation control lives alongside the rest of the supplier relationship.
Supplier portal
Purchase orders, invoice upload, multi-area approval and payment status visible to the supplier.
Discover Trebol SuppliersDocument approval
Review and approval flows with an owner for each stage and a record of every step.
See the document workflowContract expirations
Alerts before a contract expires or renews, with key data extracted by AI.
See contract trackingAI document search
Natural-language questions about your company's documentation.
See AI document searchAI reads the documents. Your team confirms.
In Trebol Suppliers, AI classifies incoming documents and extracts their key fields, with a confidence level per field. Whatever does not reach the required confidence goes to a person for review.
Discover Trebol AISome of the companies that already trust Trebol
What is worth knowing before we talk.
Short answers on supplier documentation control in Trebol.
How do you track the expiration of supplier documentation?
Each supplier has a digital file where every document is recorded with its expiration date. Trebol Suppliers tracks those dates automatically and sends notifications, so the control does not depend on a spreadsheet or on someone remembering.
Which supplier documents can be tracked?
The ones that expire at different times today: tax certificates, gross-income filings, insurance policies and bank details, among other documents.
Who uploads the documentation, the company or the supplier?
The supplier. Trebol Suppliers includes a self-service portal where each supplier pre-registers, completes their file and uploads their documents, without sending them by email.
What happens when a supplier's document expires?
The system suspends the supplier automatically. That prevents operating for months with irregular documentation without anyone noticing.
How does the supplier find out that a document needs updating?
Trebol sends automatic email notifications on each event, so the reminder does not depend on someone in Purchasing chasing it.
Is there a record for an audit?
Yes. All activity is recorded with user, date and time, so you can review what was uploaded, when and by whom without reconstructing it from emails.
Can it be installed on our own servers?
Yes. Trebol Suppliers can be installed on-premise, with the data under your company's control.
Let's bring your supplier files up to date.
Tell us how you track supplier documentation today and we will show you what it would look like in Trebol.