Customer documentation: we gather the documents per order and follow up with suppliers until the package is complete.

The goods are packed. The documents are not.

The customer requires documentation with the delivery: declarations of performance, declarations, certificates, safety data sheets and product data sheets. Which documents apply is stated in the contract, on the order or in the customer's portal, and it differs from customer to customer.

Someone has to gather them, per order. That means searching the ERP, the document archive and email, logging in to the suppliers' portals and emailing the supplier whose declaration is missing or has expired. Then the package has to be checked and sent, or uploaded to the customer's portal.

Four things often go wrong.

1. The delivery waits. The documents are not gathered until the goods are ready. If a declaration is missing the delivery stands still, or leaves without a complete package.
2. The wrong document goes out. An older edition, a document for a different item, or a value that does not meet the customer's requirement and that nobody had time to read. The customer finds it.
3. The follow-up is dropped. The supplier does not answer the first email, and the reminder is never sent, because nobody has the time.
4. The requirements live in someone's head. One person knows which customer requires what. When that person is away, someone else has to guess.

It costs time every week, in quality, purchasing and inside sales. And it costs when the customer finds the error: documents supplied after the fact, a finding in the customer's audit or a delivery that is not accepted.

What the documentation costs you.

Move the sliders. The figures are calculated on your own numbers, not on an average.

From the first conversation to operations.

1. Walkthrough, 30 minutes. You tell us which customers require documentation, which documents it concerns and where they are today. We tell you what can be automated first.
2. Mapping and baseline measurement. We go through real orders with the person who gathers the documents today, write down the requirements per customer and measure the time before the agent is implemented. That becomes the yardstick for the result.
3. Implementation and test. We implement the agent in your environment or in ours, together with your team, and test it against an answer key of your own orders and documents. Fixed price.
4. Operations. We take application responsibility for the agent, always: a cost cap, a monthly report and a named person to call. If the agent runs in your environment, you operate the platform yourselves or through your IT partner, as today. If it runs in ours, we operate it.

What we need from you.

• The person who gathers the documents today, a couple of hours during the mapping.
• The customers' requirements: contracts, requirement lists or examples of packages you have sent.
• Read and write access in your test environment, via API or login.
• One hour with your IT, about your Microsoft or Google environment.

This is what we measure.

• The time — minutes per documentation package, and hours per month in quality, purchasing and inside sales.
• Complete packages at dispatch — share of orders where everything the customer requires went with the delivery.
• Deliveries that waited for documents — how many, and for how many days.
• Missing and expired documents per supplier — and how long the supplier takes to respond.
• Deviations stopped before sending — wrong edition, wrong item, expired declaration or content that did not meet the customer's requirement, caught before the customer saw it.
• Documents requested afterwards by customers — how often the customer has to ask for what was missing.

This is what you usually ask.

• What happens if the agent gets it wrong? It sends nothing that deviates from the customer's requirements without your approval. If it is unsure about a document it hands it to you, with the supporting material gathered. Every step is logged.
• Which documents does it cover? The ones your customers require: declarations of performance, declarations of conformity, REACH and RoHS declarations, safety data sheets, product data sheets, certificates of origin, instructions for use and assembly, test reports, environmental product declarations, certificates of analysis per batch and the suppliers' ISO certificates. Scanned documents are read in the same way as digital ones.
• Does it read the content, or only check that the document exists? The content. The values, classes and substances in the document are compared with the customer's requirement for that item: the declaration of performance against the specification, the REACH declaration against the limit values, the test report against what was ordered. A deviation comes to you before anything is sent.
• Do the suppliers have to change anything? No. The agent requests the documents by email or fetches them in the supplier's portal, as you do today.
• Does it work with our systems? With the systems you already have: the ERP, email and Teams, the document archive, the quality system and the suppliers' and customers' portals. Where there is no API the agent uses the portal, as you do.
• Where does our data end up? In your Microsoft environment or in ours. The language model does not train on your data.
• What does it cost? A fixed price for the implementation, which you get after the mapping. Operations have a monthly cost cap, so that the AI calls are never a surprise.
• How long does it take? It depends on how many customers, document types and suppliers are included from the start. You get the timeline after the mapping.

How we implement and run it.