Documents

In Documents (portal menu) you see the documentation each company you work with asks from you: what's missing, what's under review, what expired and what's up to date. It appears if any of the companies you work with asks you for documentation; if you work with several, each one has its own section.

The three document types

• Accept: the company publishes a text (terms and conditions, code of conduct, purchasing policy). You read it and accept it with one click. Which version you accepted and when is recorded.
• Fill and return: the company gives you a template (for example, an onboarding form or a bank details form). You download it, fill it in and upload the completed file.
• Provide: the company asks for a document of yours (tax registration certificate, insurance policy, certification). You upload it from your computer: PDF, Office, images or ZIP, up to 100 MB.

Each type can be required or optional. A missing or expired document does not block quoting, invoicing or receiving orders; it is a warning for you and for the company.

Statuses

• Missing / Optional: not uploaded yet.
• Under review: you uploaded it and someone at the company is reviewing it. While under review you can delete it and upload another one.
• Up to date: approved and valid.
• Expiring / Expired: the document has an expiry date that is close or already passed. Upload the renewed version.
• Rejected: the company did not accept it. You'll see the reason and a conversation to reply; it's resolved by uploading a new version.
• Outdated: you accepted a previous version of a text the company changed and asks you to accept again.

Uploading, replacing and expiry dates

When uploading a document with expiry you must enter the expiry date (pre-filled with the usual validity; adjust it if your document says otherwise). You can also enter the issue date and a comment for the reviewer. Replace uploads a new version without losing history: the previous one is kept as an earlier version.

Email notices depend on each company's settings: if it sends automatic reminders, you get them before expiry (the company defines how many days ahead; typically 30, 15 and 7) and, if a required document is missing or expired, a periodic notice until you resolve it. Even without notices, the company can request documents from you by email at any time, and what you see in this section is always up to date.

If a document is rejected

You receive an email with the reason and in the portal the document shows as Rejected, with a conversation where you can ask or clarify (messages also reach the company by email and appear under Conversations). To close the rejection, upload the corrected version: the slot goes back to Under review.

During registration

If the company requires documents at sign-up, the Documentation step of the registration asks for them (those marked with * are required to finish). Optional ones can be uploaded later from this same section.