You know which documents you need. You don't know which ones have expired.
Clover automates the collection, validation, and renewal tracking of supplier documents: COIs, certifications, contracts, and compliance attestations. Validated at submission, tracked through expiry.
Where document management breaks down
You collected the documents once. Now they're expiring in a folder nobody checks.
The COI was current when it was uploaded. That was 14 months ago. The food safety cert was valid when you onboarded the supplier. Nobody set a reminder. Your compliance posture is whatever happened to land in the shared drive, and you're hoping nothing has lapsed.
Renewal is a manual chase. Every time.
Somebody notices a cert is expiring. They email the supplier. The supplier sends the wrong version. Another email. Two weeks later, you have a renewed document, maybe. Multiply that by 2,000 suppliers and 3–4 document types each, and your procurement team is a document-chasing department.
The auditor asks for a document. You're not sure you have it.
An auditor, a regulator, or your own risk management team asks: "Show me the current COI for this supplier." You check the shared drive. You check email. You find three versions and aren't sure which is current. The audit is tomorrow.
Collect once. Track automatically. Renew before it lapses.
Clover turns document collection into a managed process. Define what documents you need by supplier category, collect them through a structured portal, validate at submission, track expiry dates, and trigger automated renewal workflows before anything lapses.
AI-powered document validation at the point of upload
When a supplier uploads a document, Clover's AI reads it and validates it against your requirements: the right fields, valid dates, values that meet your thresholds. Coverage below your minimum, an expired certificate, a mismatched name, caught and sent back immediately. Your team doesn't see it until it passes.
Expiry tracking and automated renewal, before you're exposed
Every document with an expiry date gets tracked. 60 days out the supplier gets a renewal task, 30 days out your team gets an alert if they haven't responded, and on expiry day the supplier's compliance status updates automatically. You're never surprised by a lapsed document again.
Version control and a complete document history
Every version of every document is retained. When a supplier uploads a replacement, the old one isn't overwritten, it's versioned. You get the full history: what was submitted, when, what it replaced, and who accepted the new version.
Your shared drive becomes a system. In weeks, not months.
Define document requirements by supplier category
COIs for all suppliers. Food safety certifications for food vendors. SOC 2 attestation for IT suppliers. W-9s for everyone. Define what's required, set expiry tracking windows, and configure your validation rules.
Suppliers upload through a structured portal
Each supplier sees exactly what's needed: "Upload Certificate of Insurance," "Provide W-9," "Submit food safety certification." Clover validates documents at upload, checking the required fields, dates, and values against your rules.
Renewals run themselves. You handle what needs you.
Your dashboard shows: 8 COIs expiring this quarter, 2 suppliers with failed validation, 1 food safety cert pending review. Renewal requests fire automatically. Your team handles what's flagged, not the routine follow-up.
Every industry collects documents from suppliers. Nobody does it well.
Foodservice
COAs, food safety certifications (SQF, GFSI, HACCP), allergen declarations, and FSMA 204 traceability documentation, collected and tracked across hundreds of suppliers.
See foodservice complianceRetail
Vendor compliance documentation, signed agreements, insurance certificates, and product data attestations, enforced as part of your vendor standards program.
See retail complianceManufacturing
Quality certifications, ISO documentation, material compliance declarations, and signed agreements, collected and kept current across your tiered supply base.
See Clover for manufacturingCorporate Procurement
W-9s, insurance certificates, SOC 2 attestations, and signed agreements, collected and tracked across every vendor and service provider.
See Clover for procurementHealthcare
Credentialing documents, insurance certificates, regulatory certifications, and compliance attestations, collected and verified across suppliers, distributors, and GPOs.
See Clover for healthcareYour industry
Cannabis, automotive, scientific and lab, education, and more. If you collect documents from suppliers, this workflow applies. The document types change; the process doesn't.
See all solutionsFrequently asked questions
When a document is uploaded, Clover's AI extracts the expiry date automatically. The system triggers renewal workflows on your schedule, typically 60 and 30 days before expiration. Suppliers receive a renewal task directly in their portal, and your team is alerted only if the supplier does not respond or the renewed document fails validation.
Yes. When a supplier uploads a COI, Clover's AI extracts the policy holder, coverage amounts, expiry date, and named insureds, then validates them against your specific requirements. If coverage is below your minimum, the named insured is wrong, or the policy is expired, the supplier is told immediately and asked to resubmit. Your team does not see the document until it passes your rules.
Clover handles any document type you require from suppliers: certificates of insurance, W-9s, food safety certifications (SQF, GFSI, HACCP), signed agreements, SOC 2 attestations, ISO certificates, health permits, and any custom document type you define. Each document type can have its own validation rules and expiry tracking windows.
A shared drive stores files. Clover manages the process around those files, including who requested the document, when it was submitted, what validation it passed, who reviewed it, and when it is due for renewal. Every document carries a complete audit trail. When an auditor asks for a current COI, you get one definitive answer, not three versions in a folder.
Every version of every document is retained automatically. When a supplier uploads a renewed COI, the previous version is not deleted. It is versioned with a full history showing what was submitted, when, what it replaced, and who accepted the new version. You can access the complete document history for any supplier at any time.
Most organizations go from kickoff to live document collection in 2-4 weeks. You define your document requirements, validation rules, and expiry tracking windows through configuration, not custom development. If you already know what documents you need by supplier category, setup is straightforward.
Yes. Clover pushes document data and status (what's on file, what's validated, what's expiring) to your ERP, vendor master, or compliance system through its API. The document lives in Clover with its full history and audit trail; the current status flows to wherever your team already works. Clover runs the collection and validation; your systems of record stay the source of truth for everything else.
See what automated document compliance looks like
We'll walk you through a live document collection workflow (from initial request through AI validation to automated renewal) tailored to your document types.
We start with your problems, then show you how Clover would solve them. A real walkthrough with someone who knows compliance operations.
Typical deployments cost less than a single procurement coordinator.
- SAML 2.0 SSO
- AES-256 + TLS 1.2+
- Immutable audit trail
- SOC 2 (in progress)
- Security questionnaire on request
- Security details →