Yearly running cost Assuming 4,800 documents a year
By hand $16.8K / year 480 hours of work
Subscription $3.5K – 5K+ / year
This workflow $104 / year Machine usage only; setup, hosting and review are extra. How should it manage supplier documents? Upload documents for checking, or connect supplier emails and your quality system.
Check uploaded documents See missing or expiring records in your register. $936 – 2,880 setup Connect my mailbox and quality system Also read emails and save updates with approval. $1,584 – 4,800 setup
Which system holds your supplier records?SafetyChain TraceGains Microsoft Dynamics NetSuite SharePoint Other Your quality team approves every register change and every supplier message. It never approves, suspends or removes a supplier and never releases material.
What is included Read each document, identify its type, supplier, site, scope and dates, check it against your requirements and list missing, expiring, expired or mismatched documents with drafted requests.
Start with your supplier and material list, the documents you require for each risk group, accepted certification schemes and sample documents checked by your quality lead. The connected option reads an approved supplier mailbox, updates supplier records in your quality or ERP system after approval and sends approved reminders.
How accurate should the register be? Set targets for correct document details, expiry dates and missing-document alerts.
Standard Accurate register entries with uncertain documents held for your quality team. Correct register fields: ≥97% Documents correctly identified: ≥98% Included Strict A second check on every date and site, and more tests on difficult documents. Correct register fields: ≥99% Documents correctly identified: ≥99% Setup +$288 – 840 My own targets Agree your own acceptance requirements with the provider. Quote separately
How these standards are measured Test on held-out suppliers and document types, including scans, translated documents and long audit reports. Score document type, supplier, site, scope and dates separately. A missing, expired or mismatched document must be flagged; a guessed expiry date counts as an error.
Targets for your selected standard What is checked Target Correct register fieldsEach register field passes only when it matches the labelled value, including supplier, site, scope, issuer, issue date and expiry date; a guessed date is an error. ≥97% Documents correctly identifiedDocuments assigned the right document type and the right supplier, divided by all test documents, including unreadable ones. ≥98% Gaps flaggedFlagged missing, expired, soon to expire or mismatched documents divided by all such labelled cases in the test suppliers. ≥98% Entries with source pageEvery register entry must link to the source document and the page each value came from. ≥100%
Requirements, accepted schemes and renewal rules come from your quality lead, not from the model. A document is never treated as current when its date or site cannot be read.
How quickly should a document be recorded? Choose how soon a document is read, checked and shown in the register after it arrives. Your team's review time is separate.
Within 2 minutes Included Within 60 seconds Setup +$72 – 360 Within 30 seconds Setup +$216 – 600
Timing details Time from receiving a document to a checked register entry, including reading pages, checks, queueing and retries. Very long audit reports may need agreed limits. Confirm document size and hardware with your provider.
The target applies to at least 95% of agreed test runs, with 4 in progress at a time.
How much do you want to spend per document? Set the AI processing budget for checking each supplier document.
Up to $0.25 Included Up to $0.15 Setup +$72 – 360 Up to $0.08 Setup +$216 – 600
Cost details Includes document reading, model calls, retries and a shared hosting allocation. Quality software licences, certification fees, your team's review time and the calling agent are separate. A replaced or corrected document is another run.
Reference machine cost: $0.07 – 0.17 per document at 400 documents a month. The selected cap is a target to test, not a replacement for this estimate.
Where do you want it to run? Keep supplier documents and the register in your cloud or on your own server. Choose whether document pages may go to approved reading and AI services.
Run it onYour cloud Local environment AI model accessApproved OCR and model APIs Private model only
Data and access details Runs in a cloud account you control, with access controls and logs.
Document pages go to the approved reading service and the text to the approved model. Agree access and retention first.
Supplier names, sites and audit findings stay in your environment except for the pages sent to the approved services. Private model only keeps documents on your hardware; the workflow still connects to your own mailbox and systems.
How do you want to use it? Choose where you want to use it. You can select more than one.
A review page and supplier register Upload supplier documents, check flagged entries and see each supplier's missing, expiring and expired documents. Included My existing AI agent Let your agent submit documents and ask which suppliers are missing or about to lapse. Setup +$72 – 240 A regular expiry email Your quality team receives a list of documents expiring soon and the drafted requests to approve. Setup +$72 – 240