Document Management | Vendor & Customer Documents
KYC documents on the vendor record. Not in someone's email folder.
ACRA business profile, GST registration where the supplier has one, insurance and ISO certificates, bank details, NDA, MSA. Each document attached to the vendor or customer master with validity tracked and expiry alerts. Full-text search across the document body. Your auditor sees every KYC alongside the underlying transactions.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| Vendor portal upload | Self-service KYC submission | Documents attached to vendor master |
| UEN live check | Captured UEN | Live, struck off or wound up status from ACRA |
| GST registration check | Captured UEN | Registered or not registered, with effective date, from IRAS |
| Bank detail verification | Account details + payee name | Name match confirmed before the first payment |
| 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
-
UEN live check
- Input
- Captured UEN
- Output
- Live, struck off or wound up status from ACRA
-
GST registration check
- Input
- Captured UEN
- Output
- Registered or not registered, with effective date, from IRAS
-
Bank detail verification
- Input
- Account details + payee name
- Output
- Name match confirmed before the first payment
-
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
-
GST Act
Registration status on file supports the input tax claim against that supplier.
-
PDPA 2012
Personal data in vendor documents held to the purpose it was collected for.
-
AML/CFT expectations
Vendor documentation retained to support screening and due diligence.
Connects to
- ACRA Live entity status
- IRAS Live GST registration status
- Bank verification Payee name check
Vendor & Customer Documents FAQ
What buyers ask.
A vendor changes its trading name. Do we end up with two records?
No, and this is the case that quietly creates duplicates everywhere else. The UEN does not change when the name does, so the record follows the UEN and the old name is kept as a former name rather than becoming a second vendor. The invoices that arrive under the new name still match the record that holds the history.
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 UEN and GST registration verification runs in seconds. The KYC sits on the master and surfaces at every bill.