Supplier portal

Supplier paperwork always up to date, with no chasing

Approval, insurance, certificates and contractor-coordination documents with expiry dates watched by the platform. If a document is missing, the supplier doesn't get in.

What changes compared with email

A supplier portal shifts the work of keeping paperwork current onto the supplier. Instead of Purchasing chasing a liability insurance certificate or a social security clearance by email, the supplier uploads the document, the platform checks its validity, and if it expires the supplier drops out of approved status before a purchase order can be issued.

Content reviewed on 25 August 2026

Supplier control: ISO 9001:2015, clause 8.4 Requires documented criteria for evaluation, selection, monitoring and re-evaluation
Contractor coordination: RD 171/2004 Implements art. 24 of Spanish Law 31/1995 on coordination of business activities
Environmental due diligence: Regulation (EU) 2023/1115 Requires evidence that certain commodities are deforestation-free
Late payment: 60 calendar days maximum in Spain Art. 4 of Law 3/2004, as amended by Law 15/2010
Documents watched: Insurance, tax and social security clearances, certificates Each with its expiry date and its advance warning

Approval

Questionnaire, evidence and evaluation against your own criteria.

Contractor coordination & safety

Company, worker and equipment documentation validated before access.

Expiry dates watched for you

Alerts sent to the supplier before it expires, not after.

Ongoing evaluation

Issues, deadlines and quality delivered, turned into a score.

What it controls

The supplier uploads, you validate

Onboarding and approval with mandatory documentation
Manual or automatic validation by document type
Full contractor coordination
Site access authorization by worker and by equipment
Purchase orders and confirmations
Periodic evaluation and supplier ranking

Real examples

The paperwork that is always missing

Manufacturing · 300 active suppliers

Tax and social security clearances

Before Requested once a year and filed. They are valid for twelve months, but nobody checks whether the one on file still counts.

After The supplier uploads the certificate with its issue date and the platform computes the expiry. Thirty days ahead it asks for a new one, with no involvement from Purchasing.

Food industry

Out-of-date specifications and allergens

Before The ingredient spec is four years old. If the supplier reformulated, the company's allergen matrix is wrong and nobody knows.

After Each reference requires a current spec with an allergen declaration. A version change triggers a review of the products that use it.

Services · on-site contractors

A contractor entering without approved paperwork

Before The site manager waves them through verbally because there is a rush. If something happens, the company cannot evidence that it met its coordination duty.

After Without company, worker and equipment documentation in approved status, the access badge is not issued. Being in a hurry stops being an argument.

Vocabulary

Procurement and contractor vocabulary

Supplier approval: The process by which a company accepts a supplier as fit to supply, against criteria set in advance. ISO 9001 requires those criteria to be written and applied consistently.
Re-evaluation: Periodic review of an already-approved supplier based on actual behaviour: incidents, lead times, quality received. Without it, approval is a snapshot from years ago.
Contractor coordination: The duty to exchange information on risks and preventive measures when several companies operate in the same workplace.
Clearance certificate: Proof of being up to date with tax or social security obligations. It has limited validity, so filing it without tracking expiry achieves little.
Critical supplier: One whose failure compromises product quality, safety or continuity. It warrants a different level of control from the stationery supplier.

Frequently asked questions

What people ask us before getting started

Does it work for contractors on site?

That's its main use: without valid documentation, no access authorization is issued.

Who reviews the documents?

Your team, with rules that automatically accept anything that's already correct.

Can it replace our current contractor-coordination platform?

Yes, and it also ends up unified with quality and purchasing.

What happens when a document expires?

The supplier automatically moves to unapproved status and is asked to renew. Where their documentation gates site access, the badge is not issued until they put it right.

How is a supplier evaluated?

Against whatever criteria the company defines: lead time, quality received, incidents, response to nonconformities, applied consistently. ISO 9001 requires those criteria to be documented and re-evaluation to be periodic rather than anecdotal.

Does it help with environmental due diligence?

Yes. The documents required by the European deforestation regulation, or any other declaration of origin, are handled with the same requirement, validity and evidence model.

Does the supplier have to pay to use it?

No. Supplier access is part of the customer installation. There is no joining fee or subscription for the supplier, which is what usually causes friction on other platforms.

Can it be used for orders and delivery notes?

Yes, if the ERP exposes them. The supplier checks their orders, confirms dates and attaches the delivery note or batch certificate, all linked to the same case file.

Sort out your subcontractors' paperwork

We'll show you the module running with data similar to yours.

Request a demo

Keep exploring

Sources

Where each figure comes from

References to the official text in force. If a standard is revised, this page is updated and the review date says so.

ISO 9001:2015, clause 8.4 (externally provided processes, products and services) ISO · 2015 ed.
Royal Decree 171/2004 on coordination of business activities BOE-A-2004-1848 · 31 January 2004
Law 3/2004 on measures against late payment in commercial transactions BOE-A-2004-21830 · Consolidated text
Regulation (EU) 2023/1115 on deforestation-free products EUR-Lex · 31 May 2023

Supplier portal and contractor coordination (CAE)

Kimobox's supplier portal manages approval, ongoing evaluation and all mandatory documentation for suppliers and subcontractors, with automatic expiry control and advance-warning alerts.

The contractor-coordination module validates company, worker and equipment documentation before authorizing site access, leaving evidence of compliance with Article 24 of Spain's Occupational Risk Prevention Act.