Regulatory requirements are becoming more complex every year. Health and safety standards, insurance documents, and certifications all need to be checked and kept up to date before a subcontractor is approved.
However, managing these requirements often turns into a juggling act. Documents arrive in different formats, details are stored across multiple systems, and teams spend valuable time chasing missing information. In this environment, it’s easy for important steps to be overlooked, creating unnecessary risk.
A structured approach to vendor management brings everything together, making compliance simpler, more consistent, and easier to maintain.
The Compliance Challenge
Every subcontractor brings a set of obligations: insurance certificates, industry accreditations, health and safety policies, and more. These need to be verified and monitored throughout the relationship.
Manual processes make this difficult. Teams often:
- Collect documents by email in inconsistent formats
- Rely on spreadsheets to track renewals and expiry dates
- Spend hours chasing vendors for missing paperwork
- Operate without a clear audit trail
When this happens, deadlines are missed, records are incomplete, and the organisation is exposed to compliance failures.
Why Vendor Management Matters
Subcontractors are an extension of your business. If their documentation isn’t valid or up to date, the risk sits with you.
Strong vendor management ensures that approvals follow the same process every time, with no missed steps and clear accountability. It also gives internal teams confidence that information is current and reliable, which reduces risk and saves time.
The Role of Technology in Compliance
A digital system takes the guesswork out of compliance. Instead of relying on memory, email chains, or spreadsheets, everything is stored and managed in one place. This provides:
- Centralised storage for all vendor information and documents
- Audit trails that record exactly what was submitted and approved
- Reporting to track onboarding status, document renewals, and compliance gaps
- This kind of structure makes compliance visible, manageable, and repeatable.
How the Buddy Vendor Portal Helps
The Buddy Vendor Portal was designed to streamline subcontractor onboarding and keep compliance under control.
- Self-service onboarding – subcontractors receive a secure link, set their password, and complete a questionnaire with all required documents.
- Customisable questionnaires – tailor forms to match your requirements, from insurance certificates to accreditations.
- Automatic case creation – each submission generates a case in BuddyCRM with all answers, attachments, and a full history.
- Integrated communication – follow up with vendors directly from the case, keeping everything in one system.
- Reporting and visibility – monitor pending requests, approvals, and expiring documents through BuddyCRM’s reporting suite.
This creates a clear, repeatable process that reduces manual effort and ensures compliance requirements are met.
👉 Reach out to learn more at buddycrm.com/contact-us or email support@buddycrm.com to book a walkthrough.