Check your contractors' documents
Choose the documents each contractor must upload, then approve or refuse each document received and send a reminder for incomplete files.
The video for this guide is coming soon.
The Compliance tab brings together the documents uploaded by your contractors from “My documents”: identity document, proof of registration, certificate. Each document is checked one by one: you approve it or you refuse it. Use this article to choose the documents requested, handle the ones that arrive and send a reminder for incomplete files.
Choose the documents requested
Do this once, then each time your rules change.
Step by step
- 1
Open the Team › Team menu, then the Compliance tab.
- 2
At the top of the screen, click Compliance documents. The “Choice of compliance documents” window opens.
- 3
Click Add a document, then enter the “Document name”.
- 4
On the document's row, click “Set up” to open its settings.
- 5
Choose “Required” or “Optional”, then write the “Instruction shown to the contractor”.
- 6
Click Save. The message “Compliance documents saved.” appears.
| Setting of a document | What it does |
|---|---|
| Required | Blocks the contractor's invoicing as long as the document is not valid |
| Optional | The document is requested, without blocking anything |
| Validity period | “Valid with no time limit”, or to be renewed every so many months, as you choose, with a reminder before the end |
| Document date | Refuses, on the day of upload, a document that is too old |
Approve or refuse a document
Step by step
- 1
Open the Compliance tab. The documents waiting are in “To handle”.
- 2
On the document, click View. The document is displayed.
- 3
If an alert is flagged and the document suits you, click “Accept” next to the alert. The message “Alert cleared: the cleaner no longer sees it” appears.
- 4
The document is fine? Click Approve the step. The message “Decision saved” appears and the document moves to “Handled”.
- 5
The document is not suitable? Click Refuse. The “Refuse the document” window opens.
- 6
Write the reason for the contractor, then click Refuse and notify.
| Label on the document | What it means |
|---|---|
| To check | The document is waiting for your decision |
| Approved | You have approved the document |
| Non-compliant | You have refused the document |
| Expiring soon | The end of validity is approaching |
| Document expired | The validity has run out: a new document must be uploaded |
Send a reminder for an incomplete file
Step by step
- 1
Open the Compliance tab.
- 2
Find the “Incomplete files” part: it lists, for each contractor, the missing steps.
- 3
On the contractor's row, click Remind the cleaner. The message “Reminder sent to the cleaner's account” appears.
Open a contractor's file
Step by step
- 1
Scroll down to “Contractor files”. The table gives, for each contractor, their “Required documents” (for example “4 of 5 up to date”, then the missing document: “Residence permit: to provide”), the number of documents “To approve” by you, their alerts and status.
- 2
Click a row. The “Cleaner file” window opens.
- 3
Read the “Compliance steps” and the “Uploaded documents”.
- 4
Click View to open a document.
| Status of the file | What it means |
|---|---|
| Compliant | All the steps are approved |
| To approve | Everything is uploaded, at least one document still needs your approval |
| Incomplete | At least one step is missing |
Frequently asked questions
Where does the contractor upload their documents?
In “My documents”, from their account. Each document uploaded arrives in the Compliance tab, in the “To handle” part.
Can I go back on an alert I accepted?
Yes. On the document, click “Restore alerts”: the message “Alerts restored” appears.
What happens if I delete a document from the list?
It is no longer requested from contractors. The files already uploaded stay in their file.
Can I have the contractor sign a contract?
Yes. In “Choice of compliance documents”, click “Add a contract”: you write the text in the software, or you upload your PDF and place the boxes to fill in and sign.
Can I pay a contractor whose file is not approved yet?
Yes, if you allow it. In Settings › Organisation › Operating rules, turn on “Accept invoices without approved compliance”. The contractor can then send their invoice: it carries the note “Submitted without approved compliance”. When you pay, a window reminds you; if the file is still not approved, the invoice and the contractor's file carry the note “Paid without approved compliance”, with the payment date.