Step 01
Vendor uploads via portal
Vendors and customers upload KYC documents via the self-service portal. The vendor enters PAN, GSTIN and Udyam number; the system fetches certificates from CBIC and Udyam where available.
Document Management | Vendor & Customer Documents
KYC documents on the vendor record. Not in someone's email folder.
GSTIN, PAN, MSME, ISO, bank cancelled cheque, NDA, MSA. Each document attached to the vendor or customer master with validity tracked and expiry alerts. Full-text search across the document body. Auditor sees every KYC alongside the underlying transactions.
How it works
From self-service upload to KYC-verified vendor.
Step 02
Live verification
GSTIN status verified live with CBIC. PAN status verified live with CBDT. MSME status verified with Udyam registry. Verified status stored on the vendor master with timestamp.
Step 03
Validity and expiry tracking
ISO certificates, MSA expiry, NDA expiry and bank-account changes surface on the calendar 30, 14 and 3 days before. The vendor gets a portal reminder to upload the renewal.
Step 04
AP and procurement see KYC at the bill
When a bill arrives from the vendor, the AP team sees the KYC posture (verified, expiring, lapsed) without leaving the bill screen. Procurement sees the same on PO creation.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| Vendor portal upload | Self-service KYC submission | Documents attached to vendor master |
| GSTIN live check | Captured GSTIN | Active, cancelled, suspended status from CBIC |
| PAN live check | Captured PAN | Active or inoperative status from CBDT |
| MSME verification | Udyam registration number | Micro, small, medium classification |
| Validity tracking | Certificate or contract expiry date | Calendar reminders 30, 14, 3 days before |
| KYC at the bill | Vendor master + active bill | KYC posture surfaced inline |
-
Vendor portal upload
- Input
- Self-service KYC submission
- Output
- Documents attached to vendor master
-
GSTIN live check
- Input
- Captured GSTIN
- Output
- Active, cancelled, suspended status from CBIC
-
PAN live check
- Input
- Captured PAN
- Output
- Active or inoperative status from CBDT
-
MSME verification
- Input
- Udyam registration number
- Output
- Micro, small, medium classification
-
Validity tracking
- Input
- Certificate or contract expiry date
- Output
- Calendar reminders 30, 14, 3 days before
-
KYC at the bill
- Input
- Vendor master + active bill
- Output
- KYC posture surfaced inline
Compliance + integrations
KYC, the way the audit and the bill both expect.
Vendor and customer KYC must support the bill, the contract and the statutory disclosure. Centralising on the master record means the same document supports AP, procurement, audit and tax disclosure.
Regulations we work within
-
Section 16, CGST Act
GSTIN status validation supports ITC eligibility.
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Section 206AB, Income Tax Act
PAN status verification supports the higher-deduction trigger.
-
Section 43B(h), Income Tax Act
Udyam status drives MSME 45-day enforcement.
-
AML/CFT (RBI Master Directions)
Vendor KYC documentation aligned with AML expectations.
Connects to
- CBIC GSTIN portal Live status
- CBDT PAN portal Live status
- Udyam Registry MSME live status
Vendor & Customer Documents FAQ
What buyers ask.
How are vendor PAN changes (e.g., partnership to LLP conversion) handled?
A vendor PAN change creates a new vendor record under the new PAN with the legacy vendor referenced. Open bills under the old PAN remain under the old record; new bills under the new PAN. The audit trail captures the conversion event so the relationship continuity is visible.
What if the vendor never uploads their KYC?
The vendor master tagged "KYC pending" blocks bill capture from progressing past hold status. AP cannot post the bill without the KYC; the vendor portal sends automated reminders. The CFO can override with reason for emergency procurement, captured in the audit trail.
Can the system bulk-import historical KYC from our existing system?
Yes. CSV or API bulk import is supported. Existing vendor masters import with their associated KYC documents; the live verification re-runs on import to refresh status.
More in Document Management
Related features
Contract Management
MSAs, addendums, NDAs, service orders. Searchable. Renewal alerts.
See Contract ManagementDocument Versioning
Replace a document; the old version stays. Audit trail of every upload, edit and delete.
See Document VersioningSecure Document Sharing
Time-boxed links for auditors and lenders. Role-based access, watermarks, view-only or download.
See Secure Document Sharing
See the vendor master with KYC attached.
Free trial. Add five vendors via the portal. Live GSTIN, PAN and MSME verification runs in seconds. The KYC sits on the master and surfaces at every bill.