Document collection.
Still chasing suppliers manually for documents and never sure what's current? The module centralises and automates all your document requirements — from request to archiving, with AI pre-analysis of every document.
A legal obligation, handled manually
From €5,000 excl. VAT per contract, the law requires you to collect — and renew every six months — the supporting documents from your subcontractors. The scope keeps expanding; the tools haven't moved.
The duty of care (art. L8222-1 of the Labour Code) requires a social contributions certificate, a Kbis extract, and a list of foreign workers for any significant contract. The corporate duty of vigilance (Law 2017-399) and the European CS3D directive add governance, human rights, environment, and whistleblowing mechanisms. On top of that come Sapin II, GDPR, AML-CTF, CSRD, and the deforestation regulation. In most organisations, this collection still relies on Excel spreadsheets, email follow-ups, and manual checks.
Fragmentation
Up to six departments involved — procurement, compliance, legal, cyber, DPO, finance — with no shared reference or consolidated view.
Silent expiry
A social contributions certificate lasts six months, a Kbis three. Without automatic tracking, the gap between 'submitted' and 'valid' widens without anyone noticing.
Unenforceable proof
A file reconstructed after the fact does not demonstrate diligence. You need dated, timestamped, verifiable traceability.
Five steps, from requirements to proof
The module follows the real lifecycle of a supporting document: define what's expected, invite the supplier, they submit, the platform analyses, you monitor. Every step is supported; none depends on a spreadsheet.
Configure
Choose a regulatory baseline, build your supplier profiles, adjust document lifespans and thresholds.
Invite
The supplier receives an access code by email, sets a password, and accesses their workspace. No account creation required.
Submit
Guided portal, contextual help for each document, motivated 'Not applicable' declaration when a document doesn't apply.
Analyse
AI pre-analysis in under a minute: verdict, score, extracted data, and an educational message to the submitter.
Monitor
Statuses, expiries, reminders, and compliance rates — by supplier, by document, by campaign.
A library of documents, ready to use
Built from a duty-of-vigilance reference framework, the library describes each document you can require from a supplier: what it's for, how to check it, how long it stays valid, and which law requires it.
| Family | Docs | Examples |
|---|---|---|
| Legal identification | 5 | Kbis extract (< 3 months), articles of association, beneficial owner, tax compliance certificate, bank details |
| Social and labour law documents | 6 | Social contributions certificate (URSSAF), foreign workers list, disability employment certificate, collective agreement, DUERP, RC / decennial insurance |
| Governance and internal policies | 8 | Code of conduct, CSR policy, human rights, anti-corruption, responsible procurement, vigilance plan, climate transition plan, risk mapping |
| Environmental documents | 5 | Carbon footprint / BEGES, ISO 14001, waste and water management, impact assessments, material traceability (EUDR) |
| Alert and reporting mechanisms | 3 | Whistleblowing system, complaints procedure, remediation procedure |
| Certifications and labels | 6 | ISO 9001, 45001, 26000, 37001, Ecovadis rating, sector labels (SA 8000, FSC, RSPO, OEKO-TEX) |
| Contractual commitments and audit rights | 5 | ESG clauses, code of conduct acceptance, audit rights, N+1 / N+2 cascade commitment, corrective plan |
| Questionnaires and audits | 4 | ESG questionnaire, social and environmental audit reports, CSRD report |
| Data protection | 3 | Processing register / DPO, DPA clauses, IT security policy |
| Construction / public contracts requirements | 6 | PRO BTP, CIBTP certificate, decennial insurance valid at construction opening, site RC, economic dependence form |
Eleven regulatory frameworks cross-referenced
Each document indicates whether it is mandatory, recommended, or not applicable for:
Calibrated document lifespans
- 3 months — Kbis extract
- 6 months — social contributions certificate, tax compliance, foreign workers list
- 1 year — internal policies, insurance certificates, questionnaires, Ecovadis
- 2 years — social audit reports
- 3 years — articles of association, ISO certifications, environmental audit reports
Three regulatory baselines, tailored profiles
You don't ask the same things of an IT provider, a site worker, and a personal data sub-processor. The module starts from a legal baseline, then lets you compose each profile.
Duty of care
Any contract ≥ €5,000 excl. VAT
Corporate Vigilance Law
≥ 5,000 employees in France or 10,000 worldwide
CS3D / CSDDD
≥ 5,000 employees and turnover ≥ €1.5bn
Supplier profiles
Six standard profiles, all editable: Default Supplier, IT Supplier, Logistics Supplier, HR Contractors, On-site Workers, Personal Data Sub-processors.
- Required documents, chosen from the library
- Document-level lifespan overrides
- Associated questionnaires, information forms
- Custom documents specific to your organisation
Cascading insurance thresholds
Minimum coverage amounts are set at profile, category, or organisation level — the most precise applies.
- Professional Liability: €150,000 by default
- Cyber Insurance: €150,000 by default
- Public Liability: €1,000,000 by default
- Early expiry alert: 90 days
A portal your suppliers actually use
The quality of a collection depends first on how easy it is for the supplier to submit. The Document Collection portal guides each document and works in three languages.
Access in three steps
The supplier receives an access code by email, sets a password, and arrives at their workspace. The company is identified by its registration number via the public API: name, address, NAF code, headcount, and legal form are pre-filled.
Three languages
Interface available in French, English, and Spanish. Foreign-language documents are accepted and translated during analysis — language can never justify a rejection.
One space, multiple clients
The supplier finds all their Conitiv clients in one space. They can choose to share documents across all their clients: one upload, multiple files updated.
Contributors
Each document can be assigned to a colleague (accountant, internal insurer, HR). The manager keeps the overview; the right people submit.
'Not applicable', but justified
When a document doesn't apply, the supplier declares it not applicable with a mandatory reason. The declaration is sent to the client for approval; once accepted, it counts as compliant.
Compliance certificate
At 100% validated file, the supplier downloads their compliance certificate in the client's name. Before that, they see exactly what remains to be provided and what's under review.
Every certificate read, checked and scored before your teams
Receiving a PDF is not the same as checking a guarantee. The module passes each insurance certificate to our AI agents who read the document natively, apply your thresholds, and return an argued verdict — in under a minute.
The file is sent as-is to the model, with no intermediate OCR. The analysis uses the supplier's context — company name, registration number, NAF code — and your coverage thresholds. It runs as soon as a document is submitted; the supplier sees 'Analysis in progress…' then the result.
Four verdicts, one score
All blocking checks passed, no alerts.
Checks passed, at least one alert to review.
One point cannot be determined automatically (Cover Note, approximate identity).
At least one blocking check failed.
The decision remains yours
- Auto-rejection of non-compliant documents (enabled by default)
- Auto-validation of compliant documents (option)
- 'Under review' status for human check
- Manual override by an administrator, with comment and history
- Analysis re-run on demand
A document is never 'done', it's valid until a date
Every document follows an explicit lifecycle, from request to expiry. At any moment, you know what's missing, what's expiring, and who's been contacted.
Calculated expiry, not guessed
The expiry date follows the document lifespan in the supplier's profile. It's shown next to every document, on both the supplier and client sides.
Scheduled reminders
Suppliers who haven't responded are automatically reminded at D+7, D+14, and D+30, with a capped number of reminders. Frequency is set per campaign.
Supplier dashboard
The supplier sees actions sorted by urgency: 'Action required immediately' for expired or rejected documents, 'Due within 14 days' for those approaching expiry.
Supplier compliance status
Each supplier carries a compliance status — Compliant, Partial, Non-compliant, In progress, Not started — and a rate calculated from required, validated, expired, and missing documents.
A consolidated view for the compliance manager
On the client side, the module replaces the spreadsheet with a control centre: where each supplier stands, which documents are blocking, who to chase, what to export.
Document collection
- Global and per-document-type compliance rate
- List of non-compliant suppliers: missing documents, expired, last reminder, criticality
- Individual or bulk reminders for non-compliant suppliers
- Filters by document type, status, and criticality
Collection campaigns
- Supplier targeting by criticality and relationship type (supplier, subcontractor, subsidiary, partner)
- Document selection
- Automatic reminders, configurable frequency and cap
- Tracking: invited suppliers, compliant suppliers, response rate
Supplier record
- Documents tab with the status of each document
- Company registry record (INPI) accessible in one click from the registration number
- Portal invitation and last login tracking
- AI analysis report and manual decision
Enforceable traceability
- Timestamping of requests, submissions, validations, and reminders
- SHA-256 fingerprint of each analysed file
- History of verdicts and manual decisions, with author and comment
- Dated exportable report, source document in appendix
Less processing, more proof
Continuous compliance, without spreadsheets
Requirements are defined once per supplier profile. Expiries, reminders, and statuses update without intervention.
Your teams only see what needs attention
AI rejects membership forms, flags insufficient coverage, and translates foreign documents before anyone opens the file.
Suppliers who submit, and submit correctly
No account to create, help for every document, a clear message when rejected. Response rates go up, back-and-forths go down.
Demonstrable diligence
In the event of a tax audit, vigilance audit, or legal dispute, you produce a timestamped, verified, exportable file.
A reference that tracks regulation
Eleven cross-referenced frameworks, three legal baselines, adjustable lifespans and thresholds: the library evolves with your obligations.
A brick in the 360° score
Collection completes automated scoring (solvency, cyber, CSR, GDPR, sovereignty) and evidence-based audits in a single platform.
See the module on your own supplier portfolio
A 30-minute demonstration, with your supplier profiles and one of your insurance certificates to test the analysis live.
Request a demo →expert Conitiv