Platform

The Intelligent Document Portal.

One place for a food business to request, receive, check and send its compliance documents. The portal reads and proposes, your people decide, and the record shows who decided and when.

It is in daily use today at a regulated food distributor, and it runs on our own hardware, so no outside AI provider holds, reads or trains on your documents.

Every field on a certificate, captured and searchable.

Upload it, have a known supplier email it in, or let them answer a request link. The portal recognizes what arrived and reads a certificate of analysis field by field: supplier, product, lot, pack size, dates, results, units and the limits printed beside them.

You get data you can search, sort and report on, and a reviewer confirms the read before anything is filed.

Recognizes the names suppliers actually use: COA, C of A, COC, Spec Sheet, SDS, MSDS and more.
Splits a multi-product, multi-lot certificate into one record per product, per lot, and keeps the original whole.
Catches duplicates by lot, product and pack size, so certificates that share a form number are never confused.
Turns a claim such as organic, kosher or rBST-free into the list of documents that prove it, by rules you set.

Lab results checked twice: their limits and yours.

Every result on a certificate of analysis is checked against the limit the supplier printed and against your own custom limits. Each one comes back in spec, out of spec or could not check, and when the portal can't judge a result against your limit, QA is told why.

Reads the fine print: "Negative" tested on 10 g does not pass a limit of absent in 25 g, so it goes to QA.
Listeria and Salmonella results can hold a certificate at approval, and a held lot can't leave by any route until QA releases it with a written reason.
Put a supplier on watch with tighter limits without changing anyone else's.
Each verdict keeps the limit it was judged against, so updating a spec never rewrites history.

Result check Lot 24-1187B · Listeria

Printed result: Negative, 10 g sample
Supplier's limit: Negative → in spec
Your limit: Absent in 25 g → could not check
Judged against: Your limit as set on 2026-03-02, kept with the verdict

To QASample basis is smaller than your limit's. The supplier's own limit passing does not settle it.

Ask suppliers once, see exactly what they owe.

Build a request from your own document list, set a deadline and send one link. Suppliers need no account or password and can answer from a phone.

They see what's needed, what's done and why anything came back, and you see what each supplier owes against what they've provided.

Save a request set and send it to the next supplier without retyping.
A rejection tells the supplier exactly what the replacement must contain.
Suppliers never see your internal limits, your notes or anything belonging to another supplier.
Ingredient suppliers, co-packers, distributors and service providers can each owe a different set of documents.

Renewals that chase themselves.

The portal knows what expires and when. It alerts the record's owner ahead of the date, asks the supplier for only the expiring document, and follows up twice on your schedule.

If the supplier goes quiet, it stops emailing them and hands the item to the people you name. No endless reminders.

Set renewal defaults by document type and a lead time that suits you.
The owner gets one email with one link to the item, no login needed.
Renewal requests go out on a template your team approves once.
A notice that can't be delivered is flagged for an administrator, so nothing goes missing quietly.

Renewal record Allergen statement · expires Nov 01

Sep 02Owner alerted: one email, one link to the item. Lead time 60 days, set for this document type.
Sep 02Supplier asked for the allergen statement only, on the template your team approved.
Sep 09Follow-up one.
Sep 16Follow-up two.
Sep 23No answer. Emails to the supplier stop; the item goes to Purchasing, the people you named.

Find a document without asking QA.

Anyone with a login can search in plain words and get the current document with its expiry date. Look it up by lot number, PO, the supplier's product name or your own ERP description, stack filters, and email the document straight from the result.

Replies to emailed documents go to a shared inbox, such as Customer Service.

The right certificates go out with every order.

When an order ships, its certificates go with it. Build the order, pick the customer, attach certificates already on file, review the email the portal drafts, and send.

Every send is logged: what went, to whom, when, and who sent it.

Track each customer's COA rules by item (required, not required or on request) and get a warning before a required certificate is missed.
A certificate covering several products is sent once, and the email lists what it covers.
Sales can order documents for a customer from the approved item list, and anything that needs QA release waits for QA.
Every document type carries a sharing rule (send freely, needs QA release, or locked) that applies to every way it can leave.

One name per product, every number labeled.

The same product arrives under a supplier's wording, your ERP description and a customer's item number. The portal keeps one clear name for each item, remembers former names so older certificates still match, and labels every number as yours, the supplier's or the customer's.

Outside names are normalized to your internal naming scheme. Possible duplicates are proposed for review and scored by confidence; nothing merges on its own.
Every merge or split is audited and can be undone.
When a certificate matches no item, a person places it once and the portal keeps the wording, so the next one from that supplier files the same way.

Item Buttermilk powder, sweet, 50 lb

Name or number	Whose
BTRMLK PWD SWT SD 50#	Supplier's wording
BUTTERMILK POWDER SWEET 50LB BAG	Your ERP description
10442	Your item number
C-77120	Customer's item number
Sweet Cream Buttermilk Pwdr	Former name, still matches

Every number labelled; nothing merged without a person

Your org chart decides who's told and who approves.

Set up your people, departments and roles once. The portal reads them to decide who gets notified, who approves and who can release a document that needs QA.

Shared inboxes, brokers and labs can receive a department's mail without a login, while anyone who approves or releases needs one.

The page shows who will approve before you save.
Each document is owned by a department, with its approvers shown when you pick it.
Read-only users receive their department's mail and never approve or release.

See it with your own documents.

Send us a note about your operation and the documents you handle. We will walk you through the portal on certificates like yours.

Request a walkthrough