Company documents and readiness

Bids keep asking for the same papers: tax and social security certificates, insurance, register extracts, ISO certificates. Company documents (/team/documents) keeps them once for the whole organisation, tracks when they expire and shows which ones bids in each country usually need.

Why bother?#

At the bid stage you often only declare that you meet the requirements, for example in the ESPD. But the winner must prove it quickly, sometimes within days. An expired tax certificate at that moment can cost you the contract. Keeping documents current means you're ready when it counts.

How do I upload a document?#

1. 1

   Open Company documents (/team/documents). It's also linked from the organisation page and the Bid tab.

2. 2

   Under Upload a document, drop a file or click Choose a file.

3. 3

   Check the Type (detected from the file name, or choose one), the Issued and Expires dates and the Name.

4. 4

   Click Upload.

Who uploads

admins of Pro or Business organisations.

Who downloads

every member.

Formats

PDF, PNG, JPG, DOCX, ODT, XLSX or XML.

Limits

20 MB per file, 1 GB per organisation.

If you don't enter an expiry date, the type's usual validity is used. Tax and social security certificates, for example, are often valid only for about six months.

Document status#

Every document shows a status:

• Valid

• Expiring soon: 30 days or less left.

• Expires before the deadline: shown in a bid when the document runs out before the submission deadline.

• Expired

Renewing a document#

When you get a renewed certificate, click New version and upload the file. The current one is kept under Earlier versions, so you can still see what you sent with an older bid.

Ready to bid?#

Ready to bid? shows, per country, the company documents bids there usually ask for and what you have on file. Each item is marked Always, Often or Winner only, with How to get this: who issues it, the steps, time, cost and validity.

The summary reads like "5 of 8 ready · 1 expired · 2 missing". The checklist follows your organisation's country (Spain, Germany, France, Italy, Finland and Sweden have their own lists) and there is a generic list for any EU country. Admins set the organisation's country on the card.

Expiry reminders#

Admins get e-mails 30 days and 7 days before a document expires, and on the expiry date. The e-mail also shows the readiness summary for your organisation's country.

Using documents in a bid#

In the bidding assistant's checklist, rows that need a company document show the matching one.

• Attach from documents adds it to the bid in one click.

• Upload to documents adds a missing one to the vault.

• The ZIP export includes the attached documents.

Without Pro#

Uploading needs Pro or Business. If your organisation goes back to Free, existing documents can still be downloaded.