USE CASE
Supplier Onboarding and Validation
Purchasing requests forms, documents, and bank details by email, then follows up on missing items and copies data into systems.
In brief. This use case consists of assessing how to: provide a checklist, receive documents, find missing items, validate formats, and prepare the record for approval.
How it works today
Purchasing requests forms, documents, and bank details by email, then follows up on missing items and copies data into systems.
Where time is lost
A file seems complete until someone finds unverified bank details or an expired document.
What can be automated
Provide a checklist, receive documents, find missing items, validate formats, and prepare the record for approval.
How a workflow could work
A practical flow takes inputs from the relevant sources, checks them against agreed rules, performs routine actions, and sends uncertain cases to a person.
What still needs a person
Purchasing verifies identity and sensitive bank-detail changes before approval.
Systems that may be involved
Form or portal, repository, approvals, and supplier master data.
When it is worth assessing
When many supplier registrations stall on missing documents or repeated checks.
What not to assume
Document checks are not a compliance or KYC certification.
How Smartservices approaches it
We map the existing process, verify data and system access, define controls and a human review point, then scope an integration or automation around the actual workflow.
Questions to ask before starting
Can this work with our current systems?
It depends on available APIs, exports, permissions, and data quality. We check those constraints before choosing an integration.
Will people still review exceptions?
Purchasing verifies identity and sensitive bank-detail changes before approval.
What is needed for an initial assessment?
A sample of the current inputs, the steps people perform, the systems involved, and the most common exceptions.