Use case · Operations and procurement

Supplier details, code of conduct and agreement, in one flow.

Invite each supplier contact. They enter their company details, accept your code of conduct and sign the supplier agreement. Procurement signs after them.

Book a 15-minute walkthrough See how it works

Documentas

A form’s document settings: a review document to accept, the template that turns answers into a PDF, respondent signing, company counterparts and test documents

The problem

Onboarding a supplier takes weeks of email.

Procurement needs company details, certification and insurance confirmations, a signed code of conduct and a supplier agreement. Usually that’s a spreadsheet, three PDFs and a lot of chasing.

The setup

How to set it up in Documentas

Invite the supplier

A personal invitation with the contact’s name, email and the company registration number as ID code.

Code of conduct

Attach it as a review document the supplier must accept.

Company details

Address, contacts, certifications and insurance confirmations as fields.

Agreement

Generate the supplier agreement, signed by the supplier and countersigned by procurement.

What the form asks

A supplier form you can copy

Field	What it asks
Company	Name, registration number, VAT number, address
Contacts	Table: name, role, email, phone
Certifications	Certification name and number, valid until
Insurance	Checkboxes confirming the required cover
Review document	Supplier code of conduct

The result

A supplier ready to work with.

Company data entered by the supplier, once
The code of conduct accepted, with time and IP address
A supplier agreement signed by both sides
Every supplier’s status in one list

Documentas

Features used

What makes it work

Forms and data collection

Build forms with tables, required fields and terms to accept. Share by link or invitation and see every answer.

Documents from answers

Every form submission becomes a finished PDF from your own template, signed by the respondent and your company.

Records and security

Audit log with time and IP, encrypted storage of signed PDFs, automatic signature checks and deletes that keep the record.

Build the template with AI

Let the AI assistant draft it

Open the template editor, switch to the Chat tab and paste this. Then review the result and adjust it by hand or by asking for changes.

Create a supplier agreement between our company and a supplier, with fields for the supplier’s company name, registration number, address and contact person, a reference to our supplier code of conduct, and signature blocks for the supplier and our procurement manager.

The AI assistant is in the template editor on every plan and uses your plan’s monthly credits. It can make mistakes, so review the result, and have contract wording checked before you use it.

FAQ

Questions people ask

Can suppliers upload their certificates?

Not today: Documentas forms don’t take file uploads. Collect the certificate names, numbers and expiry dates as fields instead.

Can procurement sign after the supplier?

Yes. Add the procurement manager as a company counterpart. They sign after the supplier.

Can we track which suppliers haven’t finished?

Yes. Each invitation has a status, and the list filters by Invited and In progress.

See it with your own documents.

Book a 15-minute walkthrough and we’ll set up your first form or signing flow with you.

Book a 15-minute walkthrough

A 15-minute video call. Bring the form or contract you use today.