VendorProof

VendorProof is the mobile vendor file for purchasing and quality management in small and mid-sized companies. Certificates, insurance confirmations, data processing agreements and self-disclosures no longer expire unnoticed – and when the audit comes, everything is checked, approved and traceable. THE RIGHT EVIDENCE FOR EVERY VENDOR • Vendor types such as IT service provider, cloud/SaaS, materials and parts supplier, logistics, on-site contractor and consulting, each with default evidence • Risk classification with seven questions (data access, system access, criticality, replaceability, volume, location, on-site work) – score, class and reasons stay transparent • The risk adds required evidence, e.g. DPA and TOM for personal data or a safety briefing for on-site work • Add your own requirements or waive one with a reason – every change is recorded UPLOAD, SCAN AND VERSIONS • Scan a paper document, pick a photo or a PDF • On-device text recognition suggests the expiry date and certificate number – you confirm • Every file gets a SHA-256 checksum with timestamp and is stored encrypted • New versions replace old ones only after approval REVIEW WITH FOUR-EYES APPROVAL • Roles managed locally on the device: purchasing, reviewer, approver, admin • Step 1: check against a checklist (issuer, scope, validity, completeness) • Step 2: approval by a different person – the app prevents self-approval • Vendor approval: approve, approve with conditions and a deadline, or reject; then a scheduled re-assessment per risk class REMINDERS AND ESCALATIONS • Warning before expiry (14–90 days), reminder on the expiry day and automatic escalation • Requests by pre-written e-mail in the vendor’s language (7 languages) – opened in your mail app, with deadline and follow-up • “What to do now” overview with the next sensible step per vendor DEVIATIONS AND MEASURES • Deviations from document checks, goods receipt, audits or incidents with severity • Measures with owner and due date, evidence and effectiveness check • Major and critical deviations are closed by a second person AUDIT REPORT AND EXPORT • Audit report as PDF, JSON and CSV with selectable sections, preview and a warning about personal or sensitive data • Tamper-evident audit trail: every entry is linked to the previous one by a hash chain • Export log: who exported what and when PRIVACY Vendor files, scans and approvals are kept only on your device – no cloud, account or tracking. Password-protected backup (AES-256), app lock with biometrics, complete deletion in two steps. FULL SCOPE FROM THE FIRST VENDOR One purchase unlocks everything: unlimited vendors, the audit package as ZIP (PDF, JSON, CSV, original files, checksum manifest) and the vendor register export. No subscription, no in-app purchases. Note: VendorProof helps you organise evidence. It is not legal, tax or data protection advice. People and roles are managed locally; the app records who acted and does not replace a legally binding signature.