VERITY by ELVAR
Vendor compliance, run for you.
ELVAR operates the recurring work of vendor compliance: collecting documents, tracking expiries, chasing renewals and reporting every month, so your team does not have to.
Illustrative sample
Sample-
Expiring
VENDOR 014
Insurance certificate
-
Current
VENDOR 027
Trade licence
-
Missing
VENDOR 031
Safety certificate
-
Review
VENDOR 047
Tax registration
Illustrative sample. Synthetic data for presentation only. Not connected to client data, live operations or any database.
01 / Operating facts
Vendor compliance, operated monthly.
Scope and fee
Fixed scope and fee agreed up front.
Scope boundary
No legal advice, no authenticity verification.
02 / What VERITY operates
Outsourced vendor compliance, every month.
VERITY is a managed operating service. These five steps are the complete service lifecycle.
Requirements defined per vendor
Documents collected and organised
Expiries monitored
Follow-ups managed
Status reported for review
03 / Monthly rhythm
How the monthly compliance cycle runs.
The five steps above are what VERITY operates. This four-step rhythm is how the monthly cycle runs.
-
Review
The register is reviewed against agreed requirements; expiries and gaps are identified.
-
Request
Missing and expiring documents are requested through the channel agreed with the client.
-
Resolve
Follow-ups are managed to closure; exceptions are recorded where evidence cannot be obtained.
-
Report
The monthly status report is issued: current, expiring, missing and awaiting action.
One operating cycle, repeated monthly within the agreed scope.
04 / Audit sample
An example of the vendor document record.
An illustrative extract from a Vendor Document Health Audit. Synthetic data only. This website is not a client operating system: there is no login, no live data and no client portal.
-
Expiring
VENDOR 014
Insurance certificate
-
Current
VENDOR 027
Trade licence
-
Missing
VENDOR 031
Safety certificate
-
Current
VENDOR 047
Tax registration
Illustrative sample. All vendors, documents and dates are synthetic.
One-page sample monthly report
The standing monthly deliverable, in miniature. Figures below are synthetic.
-
Review
ACTION
2 vendors awaiting documents
-
Current
REGISTER
Records organised and current
Illustrative sample. All figures, vendors and documents are synthetic.
05 / Vendor types
Six vendor document categories, tracked against your requirements.
Trade licences
- What we collect
- Current trade or business licences for each vendor, including site-specific licences where they apply.
- Typical expiry cycle
- Reissue cycles are set by the licensing authority and vary by jurisdiction; ELVAR tracks each licence against its own reissue date.
- Common gaps
- Expired licences still on file, or licences missing for vendors operating at new sites.
- What we chase
- Renewal confirmations and current copies ahead of each licence's expiry.
Insurance certificates
- What we collect
- Certificates of insurance showing coverage types, limits and policy dates for each vendor.
- Typical expiry cycle
- Tied to the policy year shown on each certificate; ELVAR tracks every policy against its own dates.
- Common gaps
- Lapsed policies, or certificates whose coverage does not match what the contract requires.
- What we chase
- Updated certificates ahead of policy expiry, with limits reported against your requirements.
Tax registrations
- What we collect
- Tax registration documents and numbers for each vendor and jurisdiction.
- Typical expiry cycle
- Registrations are often open-ended, but details must stay current with the authority; re-verification cadence varies.
- Common gaps
- Missing registrations for new jurisdictions, or outdated details after entity or address changes.
- What we chase
- Current registration evidence and the latest registration details on file for each vendor.
Safety certificates
- What we collect
- Safety and occupational certifications covering contractor work at your sites.
- Typical expiry cycle
- Set by the certifying body; ELVAR tracks each certificate against its own expiry date.
- Common gaps
- Site-specific certificates missing, or expired cards held by crews still on site.
- What we chase
- Current certificates for the people and sites in scope, ahead of their expiry.
Permits and operating certificates
- What we collect
- Permits and certificates required to operate at a site or within a regulated sector.
- Typical expiry cycle
- Set by the issuing authority and varies widely by permit type and jurisdiction.
- Common gaps
- Permits tracked per vendor when they must be tracked per site; renewals missed during handovers.
- What we chase
- Permit copies and renewal dates, tracked site by site where the requirement demands it.
Client-defined evidence
- What we collect
- Whatever your contracts or regulators require beyond the five categories above.
- Typical expiry cycle
- Defined by your requirements rather than by a standard cycle.
- Common gaps
- Requirements that exist in contracts but were never turned into a tracked list.
- What we chase
- Evidence against the requirements you define, on the cycle you define.
- What we collect
- Current trade or business licences for each vendor, including site-specific licences where they apply.
- Typical expiry cycle
- Reissue cycles are set by the licensing authority and vary by jurisdiction; ELVAR tracks each licence against its own reissue date.
- Common gaps
- Expired licences still on file, or licences missing for vendors operating at new sites.
- What we chase
- Renewal confirmations and current copies ahead of each licence's expiry.
- What we collect
- Certificates of insurance showing coverage types, limits and policy dates for each vendor.
- Typical expiry cycle
- Tied to the policy year shown on each certificate; ELVAR tracks every policy against its own dates.
- Common gaps
- Lapsed policies, or certificates whose coverage does not match what the contract requires.
- What we chase
- Updated certificates ahead of policy expiry, with limits reported against your requirements.
- What we collect
- Tax registration documents and numbers for each vendor and jurisdiction.
- Typical expiry cycle
- Registrations are often open-ended, but details must stay current with the authority; re-verification cadence varies.
- Common gaps
- Missing registrations for new jurisdictions, or outdated details after entity or address changes.
- What we chase
- Current registration evidence and the latest registration details on file for each vendor.
- What we collect
- Safety and occupational certifications covering contractor work at your sites.
- Typical expiry cycle
- Set by the certifying body; ELVAR tracks each certificate against its own expiry date.
- Common gaps
- Site-specific certificates missing, or expired cards held by crews still on site.
- What we chase
- Current certificates for the people and sites in scope, ahead of their expiry.
- What we collect
- Permits and certificates required to operate at a site or within a regulated sector.
- Typical expiry cycle
- Set by the issuing authority and varies widely by permit type and jurisdiction.
- Common gaps
- Permits tracked per vendor when they must be tracked per site; renewals missed during handovers.
- What we chase
- Permit copies and renewal dates, tracked site by site where the requirement demands it.
- What we collect
- Whatever your contracts or regulators require beyond the five categories above.
- Typical expiry cycle
- Defined by your requirements rather than by a standard cycle.
- Common gaps
- Requirements that exist in contracts but were never turned into a tracked list.
- What we chase
- Evidence against the requirements you define, on the cycle you define.
06 / Who it is for
Built for the people who own vendor risk.
VERITY is designed for organisations where vendor paperwork does not stay static: roughly 30–200 active vendors or subcontractors whose documentation continuously expires, renews and requires human follow-through.
Relevant operating environments include construction, healthcare, catering and food service, logistics, manufacturing, facilities management, aviation, energy, rail and ports. These are operating environments, not claims about named clients.
The defining characteristic is a recurring vendor-document workload requiring continuous human follow-through.
07 / How it compares
Three ways to run vendor compliance.
A factual comparison of operating models. No scores, no rankings: the differences that matter when the work must not lapse.
| Spreadsheet and inboxes | In-house hire | VERITY | |
|---|---|---|---|
| Cost | No dedicated spend; the cost arrives as staff time spread across the team. | Salary, benefits and management overhead for a dedicated role. | A fixed monthly fee for up to 50 standard vendors. Above 50 or non-standard scope: scoped separately. |
| Coverage | Depends on who has a spare hour; gaps surface late. | Depends on one person's capacity; coverage pauses with them. | A defined scope: documents collected and organised, expiries tracked, follow-ups managed, status reported monthly. |
| Continuity | Breaks when people change roles or leave. | Breaks during leave, absence or turnover. | The monthly operating cycle is owned by ELVAR as a service function. |
| Records organised for review | Records live across inboxes and files; assembling them takes work. | Records depend on one person's filing habits. | Agreed vendor records are organised and current enough to be presented for review. |
Audit-ready, defined
“Audit-ready means agreed vendor records are organised and current enough to be presented for review.”
It does not mean the client is legally compliant, the vendor is legally compliant, documents are authentic, or that an audit outcome is guaranteed.
The formal service boundary
“VERITY collects, organises, tracks and reports vendor documentation against requirements agreed with the client. It does not provide legal advice, certify compliance, decide whether a vendor meets a legal or contractual requirement, approve vendors, verify document authenticity unless expressly scoped, or guarantee an audit outcome. The client remains responsible for defining its requirements, making approval decisions and meeting its legal and contractual obligations.”
07b / Data handling
Vendor information, handled deliberately
“VERITY works with vendor records such as certificates, licences, permits and renewal dates. Records are stored in cloud storage chosen according to the client’s preference and operated under the client’s supervision and control. When an engagement ends, the client’s records are discarded at the client’s request. Client identities and records are confidential. Engagements are described by function, not by name.”
“Confidentiality agreements are entered into where a client requires one.”
08 / Pricing
Fixed figures, agreed before work begins.
Three connected parts. Figures are set per market — select a region to see its pricing.
Audit
One-time · Vendor Document Health Audit
$600
Reviews the agreed vendor-document population against requirements you define and reports documentation status and gaps.
Setup
One-time · Initial setup
$1,500
Builds the vendor register, confirms requirements per vendor and establishes the monthly operating cycle.
Monthly operations
Recurring · Up to 50 standard vendors
$500
Collecting and organising documents, tracking expiries, managing follow-ups and reporting monthly against agreed requirements.
A standard vendor covers one jurisdiction, up to six document types, one primary vendor contact, documents in English and standard renewal cycles of annual or longer. Site-by-site permits requiring separate tracking are scoped separately. Portfolios above 50 standard vendors, non-standard vendors or unusually high document volumes are scoped separately.
Totals are the sum of the listed fees.
The Vendor Document Health Audit, in detail
“The Vendor Document Health Audit reviews the agreed vendor-document population against requirements defined by the client and reports documentation status and gaps. It is not a statutory, financial or certification audit.”
Duration and population
- Completed in 10 business days. The clock starts only after ELVAR receives the agreed complete client inputs.
- Maximum 50 vendors and 6 document types per vendor.
The client provides
- Vendor list
- Vendor contact name and email
- Requirements per vendor type, or approval of an ELVAR template
- Existing documents already held
- Named client contact
ELVAR delivers
- Baseline register
- Gap list
- Prioritised action register
- One-page summary
- Walkthrough call
Completion means all five deliverables plus the walkthrough.
Not included
- Legal advice
- Compliance determination
- Authenticity verification
- Vendor approval
Audit credit
“The audit fee is credited in full against setup if you proceed within 30 days of delivery.”
- 100% credited against setup, and only against setup
- Valid 30 days after audit delivery
- No cash value; non-transferable
- Reflected as reduced setup, not as a later refund or a monthly-service discount
09 / FAQ
Vendor compliance questions, answered plainly.
VERITY is ELVAR's managed vendor compliance operations service. It collects vendor documents, organises them, tracks expiries, follows up on missing or expiring items and reports the position every month against requirements you define. It is a managed service, not software and not advisory consulting.
The Vendor Document Health Audit reviews the agreed vendor-document population against requirements you define and reports documentation status and gaps. It delivers a baseline register, a gap list, a prioritised action register, a one-page summary and a walkthrough call, completed in 10 business days from receipt of agreed inputs. It is not a statutory, financial or certification audit.
Legal advice, compliance determination, authenticity verification and vendor approval decisions are not included. Approval decisions and legal obligations remain with the client.
Risk and compliance leads and procurement leadership in regulated organisations, contractor-heavy environments and multi-site organisations, including multi-jurisdictional ones.
“A standard vendor covers one jurisdiction, up to six document types, one primary vendor contact, documents in English and standard renewal cycles of annual or longer. Site-by-site permits requiring separate tracking are scoped separately.”
“Portfolios above 50 standard vendors, non-standard vendors, unusually high document volumes, multiple jurisdictions, bespoke evidence or additional reporting are scoped separately.” The audit defines the extension and fixes the fee before work begins.
Each month ELVAR runs a review, request, resolve and report cycle within the agreed scope: the register is reviewed, missing and expiring documents are requested, follow-ups are managed to closure and a monthly status report is issued showing what is current, expiring, missing and awaiting action.
Document requests go out only under your written authorisation. The sending arrangements, including the sending domain, are agreed with you during setup.
Vendor records are stored in cloud storage chosen according to your preference and operated under your supervision and control. The arrangement is agreed with you before operations begin.
When an engagement ends, your records are discarded at your request.
“The audit fee is credited in full against setup if you proceed within 30 days of delivery.” The credit applies only against setup, has no cash value and is non-transferable. It is shown as reduced setup, never as a refund or a monthly-service discount.
Yes. VERITY is outsourced vendor compliance management. ELVAR's team runs the monthly operations, collecting vendor documents, tracking expiries, following up on missing or expiring items and reporting the position every month, so the work has an owner outside your team. It is a managed service, not software and not advisory consulting.
Vendor management software gives you a system to track vendors in; your team still does the chasing. VERITY is the work itself: we collect and organise vendor documents, track expiries, follow renewals through to closure and report the position every month.
Six categories, agreed with you during setup: trade licences, insurance certificates, tax registrations, safety certificates, permits and operating certificates, and any client-defined evidence your contracts or regulators require. Each month the register shows what is current, expiring, missing and awaiting action.
Every document is tracked against its own expiry date in your register. Before expiry, we request the renewal from the vendor and follow up until the current document is received and recorded, so the register stays current and nothing lapses unnoticed.
10 / Request an audit
Start with the audit.
Two steps. This form is a request for contact. It is not a booking, payment, acceptance or contract formation.
Request received.
“Your request has been received. ELVAR will review it and reply to the email you gave.”
Privacy. Your details are used only to respond to this request. Do not upload passwords, payment data or identity documents.