The challenge
A services company had to keep the documentation of more than 4,000 suppliers up to date: certificates, insurance policies, legal documents and supporting files that arrive by email, in different formats and different quality. Every new supplier or update meant a manual, document-by-document review.
The result: reviewing a single supplier took up to 8 days, a bulk update campaign took a full month, and the team spent its days putting out fires instead of managing suppliers.
The solution
We automated the process end to end:
- Automatic intake of the documents suppliers send in.
- AI-powered classification and extraction for every document — no rigid templates: each supplier sends its own files in its own format.
- Validation against business rules: expiry dates, insured amounts, company name and tax ID matching, file completeness.
- Supplier creation in the system with a complete file, and automatic return of anything that arrives incomplete or expired.
The team stopped transcribing and reviewing: today it only handles the exceptions the validation flags.
The results
- Review and response per supplier went from 8 days to 4 hours.
- Bulk validation of the 4,000 suppliers went from 1 month to 1 week.
- 100% of documents are validated against the rules — before, volume pressure forced the team to prioritize and trust.
What’s next
With every supplier’s file structured, the operation is ready for the next step: automatic policy-expiry alerts and continuous compliance checks — without waiting for the next update campaign.