Does Optimaite replace our supplier portal?

Not necessarily. Portals, email and scan can remain intake channels. Optimaite structures, checks and keeps the file — and writes into the ERP.

Which compliance checks are supported?

Completeness of mandatory evidence, validity of insurance and certificates, and sanctions-list screening against your lists. Individual rules per material group are possible.

What happens with incomplete paperwork?

The case stays open. Missing fields and documents are assigned to the supplier or to purchasing — without an incomplete master record slipping into SAP.

Can existing suppliers be captured retroactively?

Yes. Historical PDFs and legacy files can be pulled in, gaps flagged and renewal reminders set.

Business · Vendor onboarding

Onboard suppliers without chasing master data.

Questionnaires, commercial register extracts, insurance certificates and audits are captured as structured data, checked against compliance lists and kept as a supplier file — ready for SAP.

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1 file

instead of scattered email attachments

Auto

extraction from PDF, scan and form

Check

compliance before the first order

SAP

master data with no double entry

BusinessSAP

A new supplier today means emails, PDFs, Excel lists, a missing VAT ID and expired insurance. Purchasing, compliance and accounting all work past each other on the same paperwork. Optimaite Business turns that intake into an auditable supplier file — and writes master data into the ERP.

Process

From the onboarding pack to a postable master record

01
Receive the paperwork
Onboarding packs arrive by email, portal upload or SFTP: self-disclosure, commercial register, tax certificate, insurance, ISO certificates, bank details.
PDF, scan, Excel, web form
02
Structure the master data
AI extracts company, address, VAT ID, IBAN, contacts, material groups and payment terms. Missing mandatory fields are flagged, never silently filled in.
03
Run compliance checks
Sanctions lists, mandatory insurance, certificate validity and completeness of evidence. Deviations go to purchasing or compliance — with a rationale, not as a raw PDF.
Reminders before evidence expires
04
Keep the file & write to the ERP
The supplier file stays the source for evidence. Approved master data is written to SAP (vendor / business partner) or into other systems via API.

Capabilities

What Optimaite Business does for vendor onboarding

Structured master-data capture

Fields

instead of free text

Unstructured onboarding packs become supplier master data — without retyping into SAP.

Compliance checks

Before the PO

not after

Evidence, validity and mandatory details are checked against your rules before the first order goes out.

Supplier file

1 file

per supplier

All evidence in one place, versioned, with an audit log. No searching the inbox for one supplier's paperwork.

Renewal reminders

Deadline

automatic

Expiring insurance and certificates trigger a workflow in good time — not at the next tax audit.

SAP master data

SAP-ready

native integration

Approved vendor and business-partner data is written back. No parallel Excel truth.

GoBD & audit

GoBD

audit-proof

Who accepted which evidence, and when, stays traceable — internally and towards auditors.

More use cases

Document matching & auditing Procure-to-pay Legal drafting Quality management Unstructured knowledge

FAQ

Questions about Vendor onboarding

The essentials on operations, security and getting started — answered briefly.

Question not answered here?

We are happy to walk you through the platform live and answer everything else in person.

Book a demo

Ready?

Make onboarding an auditable process

Show us a typical supplier pack — we'll show you the file and the path into SAP.

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