Scattered applications
One public link collects every applicant in a structured queue — not your inbox.
Procurement · Supplier Onboarding
Supplier Prequalification
Turn supplier onboarding into a structured pipeline — apply → review → approve → vendor. Publish a no-login application link, let AI score and flag risk, then approve qualified suppliers straight into your vendor list.
No more vetting suppliers over scattered email and spreadsheets. Every applicant arrives with their details, compliance documents, and your own custom fields — reviewed in one place, with an advisory AI assessment and a clear, auditable decision trail. AI is advisory only; a human always makes the final call.
- 0
- Logins for suppliers to apply
- 0–100
- AI suitability score
- 1
- Click from approved to vendor
Why It Matters
Stop onboarding suppliers in your inbox.
Most teams vet suppliers through email threads, attachments, and a spreadsheet that nobody trusts. Documents go missing, the same questions get asked twice, and there is no record of why a supplier was approved. Prequalification closes those gaps.
Missing or expired documents
Required documents and custom fields are captured up front, and risk flags surface what is missing.
No audit trail
Every score, request for info, approval, and re-qualification is recorded and reviewable.
What It Does
A vetting pipeline, end to end.
Each business gets a public, organization-specific application link. Suppliers apply with no account; you review with full context and approve the right ones into vendors.
Public Application Link
Share one no-login link. Suppliers submit company details, compliance documents, and any custom fields you define — with bot and spam protection built in.
AI Scoring & Risk Flags
Every application gets an advisory 0–100 suitability score with a short rationale and risk flags, based on the details, document completeness, and custom fields.
Compare by Category
Rank applicants within a category, star your preferred picks, and choose the best one or several — without losing the rest.
Approve into a Vendor
Approval creates the vendor automatically and emails a set-password invite for the vendor portal — no double entry.
Re-qualification
Approved suppliers stay qualified for a period you set and are flagged for re-qualification when it lapses, keeping your vendor list current.
Blacklisting
Blacklist a supplier with a reason to deactivate them, exclude them from RFQs, and block re-applications.
Documents in the Vault
Certificates and attachments are viewable in-app and archived to the secure Document Vault on approval — no downloads required.
Documents Read for You
Each uploaded certificate is read by AI and flagged if it is the wrong kind of document, hard to read, carries a name, PIN or registration number that differs from the application, or has expired. Advisory only: a reviewer still verifies it.
Rejected Applications Cleared
Choose how many months to keep rejected applications, or keep them forever. A daily job then deletes their files and records, skipping any application linked to a vendor.
Your Own Custom Fields
Add the fields your industry needs — text, numbers, dates, dropdowns, even file uploads — and they show on the form and feed the AI assessment.
Built-in Notifications
Admins are alerted on new and updated applications; suppliers get branded emails and a private tracking link.
How It Works
From application to approved vendor, in one trail.
Apply
A supplier opens your public link and submits details, documents, and custom fields. They get a private tracking link — no account needed.
Review
You see an AI suitability score, risk flags, documents in an in-app viewer, and can request more information or compare applicants by category.
Approve
Approve the best supplier(s). AWRA creates the vendor, archives documents to the vault, and emails a set-password invite.
Maintain
Track qualification validity, re-qualify when it lapses, mark preferred vendors, and blacklist where needed.
Advisory AI, Human Decision
Faster vetting, clearer choices — you stay in control.
The AI reads each application and writes a plain-language assessment — score, rationale, and risks — so reviewers start with a head start instead of a blank page. It never auto-approves; every decision is yours. Once a supplier is approved, the vendor record keeps a link back to its application, and from then on its nightly performance scorecard measures what it actually delivers.
Advisory 0–100 suitability score
Risk flags for missing or incomplete compliance
Custom fields feed the assessment
Vendors marked as prequalified, linked to the application
Stays Current
Approval is the start, not the end.
Prequalification doesn't go stale. Each approved supplier carries a qualified-until date. Thirty days before it, the approver and everyone who can add vendors are warned, so there is a month to re-qualify. On the day it lapses, the application expires, the vendor is deactivated and drops out of new RFQs, and the same people are told which vendor went.
When a supplier no longer meets the bar, blacklist them with a reason — they're deactivated, excluded from RFQs, and blocked from re-applying through the public link. Preferred suppliers, meanwhile, are highlighted and float to the top when you source.
Configurable qualification validity
Warning 30 days before a lapse
Deactivated and notified on the day
Blacklist with reason + audit
Preferred-vendor shortlisting
The Qualification Clock
A lapse you hear about a month early.
A qualification that expires in silence is found out the day somebody tries to raise an order. AWRA runs the clock every morning and says so out loud, twice.
14 Oct 2025
Approved
Kilimo Agro-Supplies Ltd approved, qualified until 14 Oct 2026. It becomes a prequalified vendor.
14 Sep 2026
30-day warning
The approver and everyone who can add vendors are warned once, in the app and on Slack if it is connected.
15 Oct 2026
Lapsed
The application expires and the vendor is deactivated, so it cannot be picked for a new quotation. The same people are told which vendor went.
Any time
Re-qualified
A reviewer re-qualifies with a new date. The warning re-arms for the next lapse, so the cycle repeats every year without a spreadsheet.
The notice, as it arrives
Kilimo Agro-Supplies Ltd’s supplier qualification lapses on 14 Oct 2026 (in 30 days). On that date the vendor is deactivated and drops out of RFQ selection. Collect renewed documents and requalify them before then.
Sent once per expiry date — re-saving the record does not send it again, and re-qualifying clears it for next year.
After approval: the scorecard
On time
92%
Order quality
96%
Disputes
2%
Price drift
+3.1%
Lead time
6.4 days
Overall
88 · A
Recomputed every night from the vendor’s purchase orders and stored, so it is on the vendor’s page and in the supplier performance report. How the scorecard works.
What AWRA OpsHub does today
- A public, no-login application with documents and your own custom fields, reviewed, approved and converted into a vendor.
- An advisory AI score, rationale and risk flags. A person always makes the decision.
- A qualified-until date on each approval, and a daily job that expires lapsed applications and deactivates the linked vendor.
- A warning thirty days before a lapse, sent once per expiry date, and a notice on the day naming the vendor deactivated — to the approver and everyone who can add vendors, in the app and on connected channels.
- An inactive vendor that drops out of quotation selection, so a lapsed supplier cannot be invited by accident.
- Blacklisting with a stored reason, date and actor, separate from qualification.
- A stored supplier scorecard refreshed nightly once the supplier is trading with you.
- An advisory AI read of each uploaded document, flagging the wrong document type, poor legibility, a name, PIN or registration number that differs from the application, and expiry.
- An expiry date on each supplier document in the supplier document register, with warnings to buyers and to the supplier, the application’s documents imported as approved when it is approved.
- A retention period for rejected applications, after which a daily job deletes them and their files.
- The public form tied to your plan, shown only on plans that include supplier approval and closed for the month once the plan’s monthly allowance of applications is used.
More we can add to your workspace
- A notice to the supplier themselves, so they hear about an approaching lapse from you without anybody writing to them by hand.
- Handling for open orders against a newly deactivated vendor — a prompt to reassign, hold or let them run.
- A renewal path the supplier can start themselves before the date passes.
Where we point you to a specialist
- Failing towards refusal is the right direction for a qualification check, and we would not change it: a lapsed supplier is deactivated on the day, not left active with a warning.
- The AI score advises and never approves. Whether a supplier meets your bar is a decision your procurement policy gives to a person.
The supplier-facing lapse notice and a self-started renewal both hang on the daily job that already runs the clock. Tell us which documents your auditor checks dates on.
Who It's For
Built for teams that answer to an audit.
Procurement teams
Standardise how new suppliers are vetted and approved.
Compliance & risk
Capture documents, score risk, and keep a defensible record.
NGOs & public sector
Run fair, documented prequalification for many suppliers.
Manufacturers & retail
Onboard suppliers by category and keep the best ones preferred.
FAQ
Common questions
Do suppliers need an account to apply?
No. Suppliers apply through a public, no-login link and get a private tracking link to check status and update details. An account (vendor portal) is only created if you approve them.
Does the AI approve suppliers automatically?
No. The AI is advisory — it provides a suitability score, rationale, and risk flags to speed up review. A human always makes the approve/reject decision.
Does AWRA check the documents a supplier uploads?
Yes, as advice. Each image or PDF is read by AI, which flags a document of the wrong kind, one that is hard to read, a company name, tax PIN or registration number that differs from the application, and an expiry date that has passed or is close. It never marks a document verified; a reviewer does. It honours your workspace’s AI switch and monthly AI allowance.
How long are rejected applications kept?
As long as you set: twelve months by default, or forever if you set zero. A daily job deletes rejected applications past that age, with their files, skips any that became a vendor, leaves copies in the Document Vault alone, and logs what it removed.
Can we collect industry-specific information?
Yes. Define your own custom fields (text, number, date, dropdown, yes/no, file uploads). They appear on the public form and feed the AI assessment.
What happens when an approved supplier lapses?
Each approval has a qualified-until date. Thirty days before it, the approver and everyone who can add vendors get a warning, once per expiry date, in the app and on any connected channel such as Slack. On the day it passes, a daily job expires the application, deactivates the vendor so it drops out of quotation selection, and tells the same people which vendor was deactivated. Re-qualifying sets a new date and re-arms the warning.
What happens to a supplier after it is approved?
It becomes a vendor marked as prequalified, linked back to its application. From then on a scorecard is refreshed every night from its purchase orders — on-time rate, order quality, dispute rate, price drift, average lead time and an overall score with a grade — and stored, so it appears on the vendor’s page and can count in quote comparison when you switch that on.
Is supplier data kept private and secure?
Yes. Applications and documents are private to your organization, served through signed links, viewable in-app, and archived to the secure Document Vault on approval.
Works With
Connected to the rest of procurement.
Ready to prequalify suppliers the structured way?
We can walk your procurement team through the public application link, AI-assisted review, approval into vendors, and re-qualification.
