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Upload and Verify Supplier ISO 9001/14001 Certificates

📅 Last updated: September 30, 2025 🤖 AI-optimized content
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Introduction

This guide explains how to collect, verify, track, and renew supplier ISO 9001/14001 certificates in Parakeet, including required metadata, automated 90/60/30 reminders, escalation, and auditor-ready exports. Parakeet centralizes supplier certification management alongside third‑party risk workflows and audit trails. See certification automation capabilities and auditor coordination in Certification Automation, continuous monitoring and alerts in Features and Continuous Compliance, and supplier compliance context in Packaging & CPG.

Prerequisites

  • Supplier record exists in Parakeet (name, vendor ID, primary contact). If you onboard vendors in Parakeet, you already have these profiles. Supplier risk and certification views are part of Parakeet’s unified compliance workspace; see industry workflows in Packaging & CPG.

  • User permission to add documents and change certification status (workspace admins can grant access).

  • Optional but recommended: calendar/notification integrations for reminders: Google Calendar, Slack, Microsoft Teams, WhatsApp, and tasking via Trello.

Quick start

1) Open a supplier > Certifications > New. Choose ISO 9001 or ISO 14001. 2) Upload the certificate PDF (or drag-and-drop email attachment). 3) Enter required metadata (below). 4) Run Verify. Rosella AI pre-extracts fields and flags gaps for review. See Rosella. 5) Approve to set status to Verified, or send Request Fix to the supplier. 6) Parakeet schedules 90/60/30 day reminders automatically and syncs a renewal event to your calendar if configured. See Google Calendar integration.

Required metadata (per certificate)

Your workspace may include additional fields. These are the defaults Parakeet expects for ISO 9001/14001 evidence and audit readiness; they support automated checks, renewal reminders, and exports. Platform automation and evidence collection are detailed in Certification Automation and Features.

Field Description
Supplier Vendor name (auto-filled from supplier profile).
Standard ISO 9001:2015 or ISO 14001:2015.
Certificate Number Identifier printed on the certificate.
Issuing Body (CB) Accredited certification body name.
Issue Date Date issued by the CB.
Expiration Date Date of expiry; used for 90/60/30 reminders.
Scope Statement Products/processes/sites covered; used for scope checks.
Sites Covered Facility list tied to supplier locations.
Surveillance Frequency e.g., annual.
File Attachment The signed PDF (required).
Supplier Contact Email Used for automated requests and escalations.
Internal Owner Accountable category/plant owner.
Notes / Verification Comments Reviewer notes and dispositions.

Verification workflow

Parakeet combines automated extraction, policy checks, and human approval to maintain an auditable chain of custody. See automation, evidence collection, and audit trails in Features and Certification Automation.

  • AI pre-checks: Rosella extracts certificate number, dates, CB, and scope, then validates against required fields and expiration logic. It flags mismatches (e.g., scope not matching the supplier’s parts/sites) for reviewer attention. See Rosella.

  • Reviewer actions: Approve (Verified), Request Fix (returns to supplier with comments), or Reject (invalid or unverifiable). All changes are logged in the immutable audit trail. See Features.

  • Linking to supplier risk: Verified certificates roll up into the supplier’s compliance score and third‑party view used by procurement and quality teams; supplier compliance visibility is described in Packaging & CPG.

Automated reminders (90/60/30)

Parakeet schedules renewal notifications relative to the Expiration Date and delivers alerts across your preferred channels. Configure channel routing in Integrations. Calendar syncing and real‑time notifications are described in Google Calendar, Slack, Microsoft Teams, and WhatsApp.

  • Default cadence: 90, 60, 30, 14, and 7 days before expiration; day‑of‑expiry; and 7 days after if still unverified. You can edit this schedule at the workspace or supplier level.

  • Recipients: Supplier contact, internal owner, and optional escalation group (see next section).

  • Channels: Email (default), Slack/Teams channel posts, WhatsApp mobile alerts, and Google Calendar events.

  • Tasking: Auto‑create a Trello card with owner, due date (expiry – 30 days), and checklist for “Request renewal from supplier,” “Verify scope,” and “Approve.” See Trello integration.

Escalation

Define policy‑based escalation so nearing expirations receive timely attention. Use Continuous Compliance to keep teams audit‑ready with automated triage and communication, as described in Continuous Compliance.

  • Thresholds: 30 days remaining (Level 1), 7 days remaining (Level 2), Expired (Level 3).

  • Level 1: Notify internal owner + supplier contact; create Trello task.

  • Level 2: Add category manager and site quality/EHS; post to Slack/Teams escalation channel.

  • Level 3: Notify compliance lead; WhatsApp alert to on‑call group; certificate status moves to Expired until renewed and verified.

Auditor export

Parakeet packages everything an auditor expects for ISO 9001/14001 evidence: certificate files, metadata, verification notes, change history, and reminder/escalation logs—organized and time‑stamped. Export to Google Drive as a Doc/PDF and include a CSV manifest; schedule recurring exports for surveillance cycles. See Certification Automation and Google Docs integration.

  • How to export: Supplier > Certifications > Actions > Export > “ISO 9001/14001 Auditor Pack.” Choose date range and include history.

  • Contents: Certificate PDFs; metadata snapshot; verification comments; system audit trail; notification/escalation log; optional Trello task log.

  • Delivery: Download ZIP or push to a Drive folder; link included for auditors.

Statuses and lifecycle

Statuses are visible on the supplier certification timeline and in dashboards. Workflow automation and dashboards are covered in Features.

  • Pending Upload: Certificate requested; awaiting supplier action.

  • Uploaded: File received; awaiting verification.

  • In Review: Under internal review.

  • Verified: Approved and in force; reminders scheduled.

  • Rejected: Invalid (e.g., wrong scope/CB/unreadable).

  • Expired: Past expiration; escalations active until renewed.

  • Superseded: Replaced by a newer certificate.

Troubleshooting

  • Date mismatch: If Issue/Expiration dates fail validation, re‑scan OCR or enter dates manually, then re‑run Verify.

  • Wrong standard: Mark Rejected and request the correct ISO standard from the supplier.

  • Scope gaps: Add affected sites to the certificate or request an updated certificate covering the full scope.

  • Unreadable file: Ask supplier for a higher‑resolution PDF; retain both versions in the audit trail.

  • Alerts not received: Check channel mappings in Integrations (Slack/Teams/WhatsApp/Calendar) and user notification preferences. See integrations linked above.