Use cases

Check documents before a person reviews them

Checks a supplier onboarding pack against your checklist, with missing items flagged up front.

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Try it on this example

Example · A cleaning contractor pack: public liability to follow, quality certificate expired

The supplier's email and the text of its onboarding form and documents

From: Karen Doyle <karen.doyle@brightsidefs.example> To: suppliers@calderproperty.example Subject: Supplier onboarding pack, Brightside Facility Services (your ref SUP-4471) Hi, Please find our completed onboarding form and documents for the office cleaning contract at Wharf House. Our employers' liability certificate is attached. The public liability policy is being renewed through our broker and I will send the new certificate as soon as we have it, hopefully next week. Let me know if you need anything else. Kind regards, Karen Doyle Office Manager, Brightside Facility Services Ltd --- Attachment 1: Calder Property Group supplier onboarding form (completed) --- 1. Company details Registered company name: Brightside Facility Services Ltd Company registration number: 09876543 Registered address: Unit 4, Canal Wharf, Leeds LS11 5PS VAT number: GB 123 4567 89 2. Insurance Employers' liability: Harland Insurance plc, limit £10,000,000, 1 April 2026 to 31 March 2027. Certificate attached. Public liability: renewal in progress with our broker. Certificate to follow. 3. Health and safety Our health and safety policy, signed by our Managing Director, is attached. Risk assessments and method statements for daily office cleaning, window cleaning up to first floor and washroom services are attached. 4. Quality ISO 9001:2015, certificate number QMS-20931, issued by Northcert Ltd. Our certificate expired on 30 June 2026 and the recertification audit is booked for 14 October 2026. We will send the new certificate once it is issued. 5. Data protection Will you handle personal data on our behalf? No. Our cleaners work outside office hours and have no access to your systems or records. Visitor sign-in stays with your reception team. 6. References Aldgate Offices Ltd, Sam Price, Facilities Manager, sam.price@aldgateoffices.example Riverside Medical Practice, Helen Ward, Practice Manager, 0113 496 0321 --- Attachment 2: Certificate of employers' liability insurance --- Policy number: EL-778812 Name of policy holder: Brightside Facility Services Ltd Date of commencement of insurance policy: 1 April 2026 Date of expiry of insurance policy: 31 March 2027 We hereby certify that, subject to paragraph 2, the policy to which this certificate relates satisfies the requirements of the relevant law applicable in Great Britain. The minimum amount of cover provided by this policy is no less than £5 million. The limit of indemnity under this policy is £10,000,000. Signed on behalf of Harland Insurance plc (Authorised Insurer) --- Attachment 3: Health and safety policy --- Statement of intent. Brightside Facility Services Ltd will provide safe and healthy working conditions for all staff and for everyone affected by our work. We will assess the risks of every task, give staff the training and equipment they need, consult them on health and safety, and review this policy every year. Responsibilities. The Managing Director has overall responsibility for health and safety. Site supervisors carry out risk assessments for each site and brief staff before work starts. Signed: P. Marsh, Managing Director. Date: 12 January 2026. --- Attachment 4: Risk assessments and method statements, office cleaning --- Task: daily office cleaning. Hazards: slips on wet floors, chemicals, manual handling. Controls: wet floor signs, COSHH-assessed products in labelled bottles, trolleys for bins, gloves provided. Task: window cleaning up to first floor. Hazards: work at height, falling objects. Controls: water-fed poles from the ground only, no ladders, area coned off. Task: washroom services. Hazards: sharps, biological waste. Controls: sharps bins, gloves, trained staff only, waste collected by licensed carrier.
  1. Does the submission include the text of its documents, not only their file names?Yes99%
  2. Does the submission give the supplier's registered company name, registration number and registered address?Yes99%
  3. Does the submission include both liability insurance certificates the checklist asks for?No83%
  4. What does the submission say about the status of its quality certificate?Stated as expired97%
  5. Does the submission include a health and safety policy signed by a director, and risk assessments for the work?Yes98%
  6. Does the supplier say it will handle personal data for us, and is a signed data processing agreement included?Not needed100%
  7. Does the submission give customer references, each with a named contact and an email address or phone number?Yes98%
  8. Is the submission complete enough under the checklist for a procurement officer to start the review?No89%

These are real answers stored from one run on this example.

The prism behind it

Check documents before a person reviews them8 questions

Fields

  • The supplier's email and the text of its onboarding form and documents

Context

We are the procurement team of Calder Property Group, which manages office buildings. New suppliers send an onboarding pack: a cover email, our completed onboarding form and supporting documents. The text is the email followed by the text of each attachment. The answers tell the procurement officer what is missing before they start the review; the officer reviews the pack and decides whether the supplier is approved. Dates on certificates are checked against today in code. Onboarding checklist: 1. Company details: the registered company name, the company registration number and the registered address. 2. Insurance: a certificate for public liability and one for employers' liability, each naming the insurer, the limit of cover and the policy period. 3. Health and safety: a health and safety policy signed by a director, and risk assessments for the work the supplier will do for us. 4. Quality: an ISO 9001 certificate or an equivalent, naming the certifying body, the certificate number and the expiry date. 5. Data protection: when the supplier will handle personal data for us, a data processing agreement signed by the supplier. 6. References: customer references, each with a named contact and an email address or phone number.

Questions

  1. Does the submission include the text of its documents, not only their file names? Yes / No

    Answer No when the text lists attachments by name but holds none of their content, or when the documents came through as unreadable text. Yes: The text of the form or the documents is present and readable. No: Only the email, attachment names or unreadable text is present.

  2. Does the submission give the supplier's registered company name, registration number and registered address? Yes / No

    Use checklist item 1. Yes: All three are given. No: At least one of the three is missing.

  3. Does the submission include both liability insurance certificates the checklist asks for? Yes / No

    Use checklist item 2. A certificate counts only when its text is in the submission and names the insurer, the limit of cover and the policy period. A certificate promised later does not count. Yes: Both certificates are included, each with those details. No: At least one certificate is missing, promised later, or lacks those details.

  4. What does the submission say about the status of its quality certificate? Choice

    Use checklist item 4. Go by what the submission states; do not compare the expiry date with today. Pick one option.

    • Given, not stated as expired A certificate is included with the certifying body, number and expiry date, and nothing says it has expired or been withdrawn.
    • Stated as expired The submission says the certificate has expired, lapsed, been suspended or withdrawn, even if a renewal is booked.
    • Not provided No quality certificate is included, or it is promised later, or it lacks the certifying body, number or expiry date.

  5. Does the submission include a health and safety policy signed by a director, and risk assessments for the work? Yes / No

    Use checklist item 3. Yes: A signed policy and risk assessments for the work are both included. No: Either is missing, unsigned or promised later.

  6. Does the supplier say it will handle personal data for us, and is a signed data processing agreement included? Choice

    Use checklist item 5. Pick one option.

    • Needed and signed The supplier will handle personal data for us, and a data processing agreement signed by the supplier is included.
    • Needed, not signed The supplier will handle personal data for us, and no signed data processing agreement is included.
    • Not needed The submission says the supplier will handle no personal data for us.

  7. Does the submission give customer references, each with a named contact and an email address or phone number? Yes / No

    Use checklist item 6. Yes: References are given, and each has a named person and a way to reach them. No: No references are given, or a reference lacks a named person or a way to reach them.

  8. Is the submission complete enough under the checklist for a procurement officer to start the review? Yes / No

    Judge the pack against the whole checklist in the context. Yes: Every checklist item is given, or stated as not needed, and nothing is stated as expired. No: At least one item is missing, promised later or stated as expired, so the officer should ask the supplier for it first.

Lens columns

documents_readable, documents_readable_probability, company_details_complete, company_details_complete_probability, proof_of_insurance, proof_of_insurance_probability, certification_current, certification_current_probability, health_safety_policy, health_safety_policy_probability, data_processing, data_processing_probability, references_given, references_given_probability, ready_for_review, ready_for_review_probability

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