Third-Party Management module

Third-party management from the first quote to the last payment.

Supplier qualification, comparable RFPs, contract management, company and worker documentation validated by artificial intelligence in real time, audits, training with liveness and purchase order balance. Integrated with Access Control, it ensures only compliant contractors enter your operation.

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  • ISO 27001 · Bureau Veritas
  • AI validates documents in seconds
  • Supplier self-service
The current scenario

Contractors account for most of the risk and the least of the visibility

In industrial plants, construction sites and large operations, contractors usually outnumber the company's own employees. Even so, control still lives in spreadsheets, emails and document folders. The bill arrives as a fine, a shutdown, an accident or an improper payment.

Documents checked by hand

Analysts spend the day validating medical certificates, safety training records and clearances. Mobilizing a team takes days. And expired documents still slip through.

Payment without checking the balance

Invoices approved above the purchase order, forgotten amendments and expired contracts that keep getting paid. Procurement and Finance without the same information.

Suppliers chosen on gut feeling

Proposals in different formats, subjective criteria and no trail to explain to compliance why that supplier was chosen.

Features

The complete contractor lifecycle in a single platform

Qualification and RFP

Choose the right supplier, with objective, traceable criteria.

Define qualification requirements per service category and let suppliers register and upload their documentation through the portal. Open RFPs where everyone responds in the same format, compare proposals technically and commercially and make an informed decision. Compliance knows exactly why that supplier really was the best.

  • Qualification requirements by category and criticality
  • RFP with standardized proposals and side-by-side comparison
  • Supplier history, evaluations and audits
  • Documented decision for internal and external audit

Less risk in contracting and a decision trail that withstands any audit.

RFP 2026-014 · Electrical maintenance 3 proposals
Supplier A Technical 9.4 · Commercial 8.9
92
Supplier B Technical 8.8 · Commercial 8.6
87
Supplier C Technical 7.1 · Commercial 7.8
74
Objective criteria · decision recordedQualify
Contract management

Validity, scope, amendments and SLA under control.

Every contract lives on the platform with its validity, scope, sites served, amounts and amendments. Alerts anticipate expirations and renewals. And, integrated with Access Control, the contract scope defines which areas the contractor may enter.

  • Registration of contracts, amendments and linked documents
  • Expiration and renewal alerts
  • Contract scope applied to access rules
  • Integration with ERP and procurement systems

No expired contract in operation, no contractor outside scope.

Contract 4531 · Elétrica Ltd Active
Validity68%
Amendments2
Sites3
ValidityJan 2025 to Dec 2026Renews in 45 days
ScopeArea 3 · SubstationApplied to access
SLAResponse within 4 hOn track
Contract scope applied to access rules
AI document validation

Artificial intelligence approves in seconds what used to take days.

Contractor companies and their workers upload documents through the portal or app. The AI reads, analyzes, checks validity and requirements defined in your checklist and approves in real time, or points out exactly what is missing. No queue, no rework, no human effort on routine checking.

  • Company documents: clearances, severance fund (FGTS), social security (INSS), articles of incorporation and more
  • Worker documents: medical certificate, safety training, driver's license, PPE, contractual records
  • Checklists configurable by client, department and activity
  • Expiration monitoring with automatic alerts

Team mobilization in hours, not days. Safety and Procurement teams focused on exceptions, not on checking.

AI validation 2.4 s per document
Validated today342
Open issues7
Average time2.4 s
Medical cert.João C. · Elétrica LtdValid until Dec 2026
NR-10João C. · Elétrica LtdValid
FGTSElétrica LtdValid
Driver's licensePedro A. · Elétrica LtdExpired
Checklist: Electrical · Classified area
Training and safety inductions

Remote with liveness, or in person with a controlled class.

The contractor completes the safety induction online on their phone before arriving. Liveness detection with facial recognition ensures they are the one watching, start to finish, and a knowledge test validates the learning. When training must be in person, they book a class with capacity control.

  • Videos and content per site, area or activity
  • Continuous presence verification and quiz with a minimum score
  • Scheduling of in-person classes with seats and attendance list
  • Certificate linked to the profile and to access

Only genuinely trained professionals go into the field.

NR-35 induction · Work at height Remote
Liveness active
✓ Continuous facial recognitionConfirmed
! Quiz · minimum score 7After the video
Certificate linked to the profile and to access
Supplier audits

Is the supplier still good after being hired?

Schedule periodic audits, apply checklists in the field through the app, record non-conformities and action plans. Performance feeds the supplier's evaluation and the next qualification.

  • Configurable audit checklists
  • Recording of non-conformities and action plans
  • Supplier score over time

Continuous governance, not just on signing day.

Semi-annual audit · Elétrica Ltd Aug 30
8.6
✓ PPE and uniforms
✓ Team documentation
✕ Area signage
✓ Lockout procedures
Non-conformityAction plan due Sep 30
Score feeds the next qualification
Purchase order balance

Pay exactly what was contracted. Not a cent more.

Every purchase order carries a balance linked to the contract. Supplier measurements and invoices are checked against that balance before going to payment. Procurement, Finance and the contract manager see the same number.

  • Balance per purchase order, contract and supplier
  • Blocking of measurements above the balance
  • ERP integration for purchase orders and payments

Proper control of supplier payments, with a complete trail.

PO 7788 · Contract 4531 ERP synced
Balance usedR$ 412,000 of R$ 500,00082%
Measurement #5R$ 96.000Within balance
Measurement #6R$ 110.000Above balance
Procurement, Finance and the manager see the same number
RainbowTec Mobile

Documents, medical exams and qualifications in the manager's hand.

At the work front, the manager checks in the app whether a contractor is fit to work, with which training and until when. They run audits, checklists and check-ins where there is no physical barrier.

  • Fitness lookup by QR Code or name
  • Checklists and audits in the field
  • Access check-ins without a turnstile

More efficiency and less risk at the front line.

9:415G
RainbowTec Mobile Fitness lookup
MS
Marcos S.Elétrica Ltd · Contract 4531
Fit to work
Medical until Dec 2026NR-10 ✓NR-35 ✓Refresher in 30 days
Better together

Third-Party Management + Access Control

All third-party governance gains a physical enforcement point: the turnstile. If the contract has ended, the medical certificate has expired or the training was not passed, the contractor simply does not get in, and the gate sees the reason. It is the only way to ensure the office rule holds on the shop floor.

Explore Access Control
Also works on its own

Start with Third-Party Management

Does your company already have the gate covered and need to organize qualification, documents and contracts? The module works independently and integrates with the access control you already use and with your ERP.

  • Self-service portal for suppliers
  • AI validating documents from day one
  • Integration with ERP, procurement and legacy systems
Who it is for

One platform, many departments served

Occupational Health and Safety

Valid documents and training, with no manual checking. Automatic blocking of non-compliant workers.

Procurement and Purchasing

Traceable qualification, RFPs and contracts. Purchase order balance to pay the right amount.

Compliance and Legal

Complete audit trails, documented decisions and reduced labor liabilities.

Contract managers

Contractor team fitness on the phone, checked measurements and field audits.

Ready for AI agents

Your company's AI agent also operates this module

Queries, registrations, clearances and approvals via API, with its own identity, role-based permissions and a complete audit trail. The rules that apply to people apply to the agent.

See how it works
Frequently asked questions

Common questions about third-party management

Which documents can the AI validate?

Company and worker documents: clearances, FGTS, INSS, articles of incorporation, medical certificates, safety training certificates, driver's licenses, PPE records and whatever your checklist defines. The AI reads, analyzes, checks validity and requirements and approves or flags the issue in real time.

Does the supplier need training to use the portal?

No. The portal is self-service: suppliers upload documents, track open issues, respond to RFPs and book training in a few clicks. This drastically reduces the load on your internal team.

How does purchase order balance control work?

Every purchase order has a balance linked to the contract. Supplier measurements and invoices are checked against that balance, and payment is only released within what was contracted.

Can I use different documentation criteria per site or activity?

Yes. Checklists are configurable by client, site, department, service type and risk level. An electrician in a classified area has different requirements from a gardener, and the system applies each one automatically.

Does it integrate with my ERP and procurement system?

Yes. Purchase orders, contracts, suppliers and payments can be synchronized with the market's leading ERPs and procurement systems, avoiding duplicate registration and data mismatches.

Talk to a specialist

See the AI validating your suppliers' documents

In 30 minutes we show qualification, AI validation, training with liveness and purchase order balance, with examples from your industry.

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