Create counterparty
Register supplier, provider or subcontractor with contract context.
QAVIRIO BUSINESS OPERATIONS
Qavirio Vigilance
Documents, expiries and evidence around suppliers and subcontractors.
Vigilance is designed for organisations that no longer want to track supplier and subcontractor documents in scattered emails, folders and spreadsheets. It brings document status, expiry, verification and history into one operational workflow.
01 · Purpose
Why this product exists.
Vigilance is designed for organisations that no longer want to track supplier and subcontractor documents in scattered emails, folders and spreadsheets. It brings document status, expiry, verification and history into one operational workflow.
02 · Operational problem
A document can exist and still become operationally unusable.
Insurance, attestations, certificates and contract documents often have validity periods or review points. Without a clear owner, next review date and verification evidence, risk emerges exactly between administrative systems.
Documents spread across mailboxes and network drivesNo unambiguous expiry or re-check dateHard to prove who checked what and whenIncomplete file discovered only after work has started
03 · How it works01 02 03 04
From input to controlled follow-up.
Define requirements
Define required documents and validity or re-check rules.
Record evidence
Upload the document and record verification, date, actor and optional note.
Drive re-check
Dashboard and notifications surface upcoming re-checks or expired files.
04 · Capabilities
Document register
See per counterparty which evidence is present, missing or expired.
Verification history
Record actor, date, outcome and source for traceability.
Expiry and re-check workflow
Work queue for upcoming checks, expired documents and exceptions.
Ownership & roles
Limit who can assess, change or only view documents.
File status
One summarised status per supplier or subcontractor without hiding source evidence.
Explicit compliance boundary
Qavirio structures workflow and evidence; legal judgement remains an organisational responsibility.
05 · User experience & roles
Administration
Manages documents, reminders and missing evidence.
Procurement / operations
Sees whether a counterparty can be cleared under internal rules.
Management / audit
Can review status, exceptions and verification history.
06 · Use casesBTP FACILITY / SERVICES AUDIT
Subcontractor files
A construction firm tracks attestations, insurance and periodic re-checks per subcontractor.
Many service providers
A multi-site organisation wants one queue for documents needing attention within 30 days.
Retrieve evidence
During review, the assessed version, actor and date need to be visible.
IN-DEPTH EXPLANATION
Vigilance in detail: keep supplier evidence usable over time.
Vigilance is designed around document lifecycle rather than document storage. A supplier or subcontractor file can contain the right PDF today and still become incomplete next month because an attestation, insurance certificate or contractual document expires. The operational problem is therefore not simply finding a file; it is knowing which evidence is required for which relationship, whether it has been checked, when it expires and what follow-up is due. Vigilance turns those questions into a shared status model so an organisation can move away from scattered folders and spreadsheet reminders.
Evidence needs provenance and status
A useful record should identify the supplier, document type, period of validity, verification date and the person or process responsible for the check. Expiry alerts then become a consequence of known evidence rather than an isolated calendar reminder. The product direction is intentionally incremental: organisations can begin with controllable data entry and document upload, then automate specific verification or import paths only when a reliable external interface and a clear legal or operational rule justify it. Vigilance is therefore positioned as a workflow and evidence system, not as a promise that every legal obligation is automatically verified by software.
07 · Architecture
Document workflow on the same managed platform core.
Vigilance operates as a module on the Qavirio Business Operations core, sharing tenant isolation, roles, document metadata, notifications and audit services.
External party→Requirements→Documents / evidence→Verification→Expiry / audit
08 · Security & data
Tenant isolation and role-based accessDocument access on a need-to-know basisAuditable changes and verificationsRetention and deletion configurable per deploymentNo automatic legal conclusion from a PDF alone
09 · Integration
Start with controllable data input; automate later where it adds value.
Supplier portal, API or verification-service integrations can be added for a customer after technical analysis and scope confirmation.
10 · Deployment & hosting
Qavirio Managed Cloud
Standard for small and mid-sized organisations: browser access, hosting, backups and updates by Qavirio.
Dedicated / private option
For larger or regulated organisations, deployment is determined during technical discovery.
11 · Operations & support
12 · Commercial offer
€250 excl. VAT / month
€3,000 excl. VAT / year · setup €690 excl. VAT · up to 10 users
Qavirio Managed Cloud hosting includedBackups, updates and technical maintenance includedRemote onboarding and user guidance included
13 · Contact / demo
Discuss the use case →Discuss this product with Qavirio.
An initial discussion focuses on use case, organisation, existing systems, security requirements and desired deployment before a proposal is prepared.