Vendor document management: every file stored, read, and tracked automatically
Vendor documents (contracts, invoices, insurance certificates, licences, SOWs) scattered across email, shared drives, and filing cabinets. Evalystar centralises all of it, reads invoices automatically, and alerts you before anything expires.
Why vendor documents are always in the wrong place
Facility managers managing dozens of vendors deal with hundreds of documents per year. Without a centralised system, compliance gaps and data entry errors are inevitable.
Documents scattered across systems
The contract is in one place. The insurance certificate is in an email attachment. The invoice is in accounting. The license is in a filing cabinet. When an auditor asks for a vendor's COI, you are scrambling across four systems.
Expiration dates missed without warning
Insurance certificates lapse. Business licenses expire. Professional certifications run out. Without a system tracking these, you find out a vendor's COI expired when something goes wrong on site, not before.
Invoice data entry is manual
Someone receives a vendor invoice, opens a spreadsheet, and types in the numbers. Vendor name, invoice number, date, line items, tax, total. Then they do it again for the next invoice. This is how errors get introduced and hours get wasted.
Every vendor document in one place: read, tracked, and expiry-aware
Evalystar handles the full lifecycle of vendor documents: storage, OCR extraction, vendor matching, expiration tracking, and portfolio-level compliance visibility.
Evalystar handles the full range of vendor documents. Compliance documents with expiration tracking: contracts, NDAs, SLAs, statements of work, amendments, insurance certificates (COI), business licences, professional certifications (ISO, SOC2), and background checks. Financial documents: invoices, purchase orders, receipts, tax forms (W-9), and rate cards. All linked directly to the vendor profile.
Upload a vendor invoice and Evalystar reads it. No manual data entry. The AI extraction captures vendor name, invoice number, date, due date, subtotal, taxes, total, currency, and every line item: description, quantity, unit price, and amount per line. Extraction runs automatically using AI (Google Document AI, Azure Document Intelligence, or OpenAI).
When an invoice is uploaded, Evalystar reads the vendor name from the document and attempts to match it to an existing provider in your account. High-confidence matches are assigned automatically. When there are multiple candidates, Evalystar presents them ranked by confidence for you to confirm. The extracted data links to the correct vendor record without manual wiring.
For every document that expires (insurance certificates, licences, certifications, contracts, SLAs), Evalystar tracks the expiration date and alerts you before it lapses. Each document has a configurable reminder window (default 30 days). Alerts fire automatically. A vendor with a lapsed COI is immediately visible in the vendor profile and the analytics dashboard.
Every vendor in the analytics dashboard shows a document status: valid, expiring soon, or expired. The contract document expiration flag surfaces vendors whose contract document has lapsed, not just the contract record, but the actual file. This gives portfolio-level compliance visibility without manual checking across each vendor profile.
All documents are stored securely in Evalystar, with no external file hosting required. Documents are accessible from the vendor profile, the contract record, and the linked job. When a document is no longer active, archive it rather than delete it. Archived documents stay on record for compliance and audit purposes without cluttering the active document view.