Subcontractor document compliance agent

Certificates current, reminders sent, register kept.

WhatsApp
Agent sheet
Category
HR and recruitment
Model
open, installed on your premises
Data
never leaves
Subscription
€0 per month
01Overview

Every subcontractor must provide valid certificates (social security, insurance, company registration, authorisations) and renew them before expiry. Tracking this by hand for dozens of suppliers is a constant source of risk.

The problem

An undetected expired certificate exposes the company. Manual reminders are forgotten, received documents are not checked, and the register is never complete on inspection day.

Our answer

The agent knows the list of documents required per subcontractor type, requests what is missing, reads received documents (dates, entities, amounts), checks their validity, chases before expiry following your calendar and keeps a register available at any time.

02How it works

Live in four steps.

  1. 01
    Reference list

    Mandatory documents per subcontractor category, reminder delays, escalations.

  2. 02
    Collection

    Requests and reminders by email, secure drop for suppliers.

  3. 03
    Verification

    Reading of certificates, checking dates and entities, alerts.

  4. 04
    Register

    Up-to-date compliance table, exportable for an audit.

03What you gain

Results you can measure.

No more expired certificates

The reminder goes out before the deadline, escalation if unanswered.

A register ready for inspection

At any time, the exact status of every supplier.

Confidential

Subcontractor documents stay with you.

04Frequently asked

What we get asked before signing.

Does the agent verify the authenticity of certificates?
It checks the consistency of dates, entities and amounts, and flags doubtful documents to a human. Verification with the issuing bodies remains your team's decision.
Does the agent need an AI vendor subscription?
No. It runs on an open-source model, picked from the right family, installed on your server or VM. No API key, no token bill, no data sent outside.
What hardware is required?
From 8 GB of RAM on CPU for this kind of specialised task. We measure real throughput on your machine during the audit and write it into the proposal.
How long does setup take?
Two to six weeks depending on the connections to build. You validate an acceptance run on your real cases before going live.

Let's talk about your case for thirty minutes.

A conversation to understand your context, volumes and tools. You leave with a scope and an order of magnitude, no commitment.

WhatsApp
+261 38 66 261 00team@wikolabs.com