Supplier compliance: ISO 9001/14001 certificate expiries (90/60/30)

Updated October 7, 2025Looking for supplier certificate automation? This practical guide shows how Parakeet tracks ISO 9001/14001 expiries, schedules 90/60/30‑day reminders, auto‑flags non‑compliance, syncs deadlines to your calendar, and exports status via CSV/API. Built for Compliance, Procurement, and Quality teams in industrial supply chains, it preserves spreadsheet workflows while adding automation, audit trails, and real‑time visibility so you stay audit‑ready with less manual work.

Introduction

Use this guide to stand up a proactive supplier‑compliance workflow in Parakeet Risk. You’ll import suppliers, capture required metadata for certifications, schedule 90/60/30‑day reminders, auto‑flag non‑compliance, sync reminders to your calendar, and export results via CSV or API.

• Best for: Compliance Officers, Risk Managers, Procurement, Quality teams

• Works within: Supply Chain Resilience and Continuous Compliance

• Related reading: See Supplier Performance Scoring for ongoing risk and performance insights.

Before you begin

• Access: You need permission to manage suppliers and policies in your workspace.

• Files: Prepare a CSV or Excel list of suppliers and certification details.

• Data owners: Decide who will receive reminder emails and calendar invites.

Required metadata for supplier compliance

Capture at least the fields below to enable reminders and policy checks. Add sector‑specific attributes (e.g., GMP, 21 CFR Part 11 evidence) as needed for your programs.

Step 1 — Prepare your supplier list

• Download the Supplier Import Template from the Suppliers area.

• Populate the template with the required fields above.

• Save as CSV or keep as Excel (both are supported for import).

Step 2 — Upload suppliers

• Go to Suppliers → Import.

• Drag‑and‑drop your file or select it from your computer.

• If you already maintain data in spreadsheets, you can import without changing your format—Parakeet preserves column structures and adds audit trails to your existing process.

Step 3 — Map and validate fields

• Confirm automatic column mapping (Supplier Name → name, Expiration Date → expiry, etc.).

• Fix any validation errors (missing expiration dates, bad email formats).

• Start the import and wait for the success confirmation.

Step 4 — Set 90/60/30‑day reminder schedule

Create or edit a Reminder Policy to notify contacts ahead of expirations.

• Timing: 90, 60, and 30 days before Expiration Date.

• Recipients: Supplier contact, internal owner, and optional escalation list.

• Channel: Email by default; in‑app alerts also appear on supplier records.

• Message: Include the certification type, certificate number, and a request for updated documentation.

Tip: Use separate policies for critical certifications (e.g., GMP) vs. general quality (e.g., ISO 9001) to tailor the cadence and recipients.

Step 5 — Configure non‑compliance flags

Define the conditions that change a supplier’s status.

• At Risk: Expiration within 60 days and no renewal in progress.

• Non‑Compliant: Expired certification or missing required metadata.

• Blocked (optional): Mark as unavailable for new POs when non‑compliant.

Set automations:

• Auto‑apply labels (At Risk, Non‑Compliant).

• Create a corrective‑action task for the supplier owner.

• Notify Procurement and Quality via email and in‑app alert.

Step 6 — Sync reminders to your calendar

Make deadlines visible in your daily tools.

• Open Suppliers → Reminders → Calendar Sync.

• Copy the ICS subscription link for your workspace, a supplier group, or a single supplier.

• Add the link to your calendar application (e.g., Outlook, Google Calendar) to receive live‑updated events for 90/60/30‑day reminders and expirations.

Step 7 — Export compliance status (CSV/API)

CSV export

• Go to Suppliers → Export → CSV.

• Choose a filter (e.g., Non‑Compliant only, Expiring in 30 days, specific certification type).

• Export and share with stakeholders or load into BI tools.

API export

• Generate an API token in Settings → API Access.

• Query supplier compliance resources with filters like non_compliant=true or expiring_before=YYYY‑MM‑DD.

• Example (replace placeholders):

• Authentication: Include your API token as a header.

• Endpoint: Your workspace’s supplier compliance endpoint with query parameters for status and date filters.

Step 8 — Keep teams aligned

• Subscribe managers to the calendar feed and reminder emails.

• Review Supplier Performance Scoring to combine compliance status with delivery and quality metrics.

• Use labels and saved views (e.g., “GMP expiring in 30 days”) for weekly stand‑ups.

Troubleshooting

• Import errors: Check for required fields and date formats (YYYY‑MM‑DD).

• Missing reminders: Confirm the Reminder Policy is active and recipients are valid.

• Flags not updating: Re‑run validation or refresh the supplier record after editing metadata.

How

To schema

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