Automation and control of customer documentation, with the material certificates at its core.

The material is here. The documentation is not.

The customer requires the documentation with the delivery, and the material certificates weigh the most: usually a 3.1 to EN 10204 and sometimes a 3.2 with a third party's signature. The certificate has to apply to the very heat that is delivered, and its values have to meet both the standard and the requirements the customer has tightened. On top of them come heat treatment certificates, NDT reports and the other certificates the order requires.

As a distributor you receive the documentation from the suppliers and pass it on with every delivery. As a manufacturer you receive it for the material you build in and pass it on to your own customer, together with what you produce yourselves, such as NDT and dimensional inspection, and the traceability per heat. If you weld or heat-treat yourselves, your own certificates come on top: welder qualifications, WPS, hardness and NDT reports, and under EN 1090 the factory production control behind the CE marking.

Someone has to fetch, read, match and file the documentation at every goods receipt, and pull it out, check it and send it with every delivery.

Four things often go wrong.

1. The certificate is missing when the delivery is due. It never came from the supplier, and nobody followed up. The delivery waits, or leaves without a certificate.
2. A wrong value gets through. A chemistry value is misread, a superseded edition of the standard is used, or a value meets the standard but not the customer's tightened requirement. The customer finds it.
3. The heat does not match. The heat number in the certificate differs from the one on the delivery note or in stock, and the traceability is broken.
4. The requirements live in someone's head. One person knows which customer has tightened what. When that person is away, someone else has to guess.
5. Your own checks hang loose. The customer requires PMI on every delivery or hardness after heat treatment, the result sits in a spreadsheet next to the instrument or in the lab's email, and the link to the heat and the customer order is made by hand, if at all.

It costs in two ways. First in hours: every certificate has to be fetched, read, matched and passed on, and the hours grow with every goods receipt. Then when the customer finds the error: a claim, material that has to be replaced or a finding in the customer's audit.

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 how the documentation to your customers is produced today, and the certificates in it: which customers require 3.1 or 3.2 and have tightened requirements, roughly how many deliveries and certificates it concerns and which ERP you use. If it is a fit, we move on to the mapping.
2. Mapping. We go through real certificates, orders and the customers' requirements with the person who handles them today, and which systems are to be connected. That becomes the basis for the quotation.
3. Quotation. After the mapping you get a quotation with a fixed price for the implementation and operations.
4. Implementation. We implement the agent against your ERP within two to four weeks and go through it with you, using your own certificates and orders. Fixed price as quoted. You pay for the implementation only once you are satisfied; if you are not, you pay nothing for it.
5. In operation. We run the agent: monitoring, updates, ongoing support and new requirements when your customers change them. You follow everything in the web interface.

What we need from you.

• The person who handles the certificates today, a couple of hours during the mapping.
• Examples of your certificates and the customers' requirements: contracts, requirement lists or tightened requirements per customer.
• An example of the documentation you send to a customer today, for one delivery.
• Which checks you do yourselves and which customers require them: PMI, hardness, impact, dimensions, and whether you measure in-house or use a lab.
• Which suppliers' and customers' web portals you use, and the logins to them.
• Access to the ERP, first to see how the connection should be made and then with read and write rights, preferably in a test environment.
• One hour with your IT, about access to the mailboxes where the certificates arrive and about your Microsoft environment.

How your suppliers handle their documentation.

The statistics build themselves from every certificate and declaration that comes in. You see them in the web interface for the last 30 or 90 days or all time, and can export them.

• Per customer — which deliveries left with complete documentation the first time, and which deviations were stopped before the delivery.
• Your own checks — which were done, by whom and with what result, per heat, customer and instrument, and which are pending.
• Your decisions — which deviations you approved or rejected, per supplier, with the reason.
• Traceability — which certificate went with which delivery, searchable by heat, order and customer, ready for the customer's audit.

This is what you usually ask.

• What happens if the agent gets it wrong? The agent never approves a deviation on its own. It checks and shows what deviates, and the decision stays with your quality function. What meets every requirement with high confidence can go through without you, if you set it up that way. If it reads a value with low confidence it asks you to confirm it, and during the run-in a specialist on our side reviews the readings. Every step and every manual decision is logged.
• Which documents does it cover? Material certificates to EN 10204 and the certificates your customers require, see the list at the top of the page. Scanned documents are read the same way as digital ones.
• Does it read the content, or only check that the document exists? The content. The agent reads every value in the certificate and compares it with the standard and the customer's requirements, and checks that the heat is on the goods receipt in the ERP. 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 web portal, as you do today.
• Does it work with our systems? With the systems you already have: the ERP, email and Teams, a shared folder and the suppliers' and customers' web portals. There are ready-made connections to the common ERPs. See the section on IT.
• Where does our data end up? You choose: in the platform, in our Azure in Sweden or in your environment if your IT requires it, in your ERP, or in your own document archive such as SharePoint. Data processing agreement and the list of sub-processors on request.
• What does it cost? Implementation from SEK 25,000, a fixed price after the mapping: your systems connected and your customers' requirements entered within two to four weeks of us getting access. You pay for it only once you are satisfied; if you are not, you pay nothing for it. Operations from SEK 4,500 per month. What it comes to depends on the number of suppliers and customers, how many material certificates and other documents come in, and how many systems are to be connected. The run-in during the first three months is included. Unlimited users. Loading a historical archive is quoted separately.
• How long does it take? In operation within two to four weeks of us getting access to your systems, followed by a run-in of about three months where we follow the readings and the requirements together with you.
• How long are we tied in? Not at all. Operations run month by month with 30 days' notice and no fees for ending. Your data can be exported at any time, and on termination you receive your certificates and your history.

How we implement and run it.