Supplier paperwork has a habit of ending up everywhere — laptops, shared drives, spreadsheets, email threads. When the document you need is in five possible places, it's hard to stay confident that you're looking at the right version, or that nothing important is missing.
The Supplier documents area gives you one place on each supplier's profile to upload, view, and manage supplier-related documents — so your team can stop juggling tools and use Fill as the single source of truth for supplier information.
Why store supplier documents in Fill
Procurement and supplier management work depends on having the right paperwork at the right moment. Common examples include:
NDAs that suppliers need to sign before receiving requests
Certifications and compliance documents
Master agreements and addendums
Insurance certificates
Keeping all of these on the supplier's profile in Fill means you never have to remember which colleague has which file. It also reduces compliance risk — there's a clear, shared place for the document, and a clear history of what's been uploaded.
Where to find Supplier documents
Supplier documents live on the supplier's profile in Fill:
Open the supplier you want to manage
Navigate to the Documents tab
Here you'll see all documents currently stored for that supplier, with the most recent at the top.
Uploading a document
To add a new document:
Open the supplier's Documents tab
Select Upload document
Choose the file from your computer
Add a name and any details that help your colleagues find it later
Once uploaded, the document is immediately available to other superusers in your organisation.
Viewing and removing documents
From the Documents tab you can:
Open a document to preview or download it
See who uploaded it and when
Remove documents that are no longer relevant
It's recommended to keep your supplier documents tidy by removing outdated files, so the most current version is always easy to find.
Who can manage supplier documents
Uploading, editing, and removing supplier documents is available to superusers in your organisation. This keeps document management consistent and ensures supplier paperwork is owned by the people responsible for procurement.
Frequently asked questions
What types of files can I upload?
Standard document and image formats are supported. If you have a specific format in mind, try uploading it — Fill will tell you if the file type isn't accepted.
Can suppliers see the documents I upload to their profile?
No. Supplier documents are only visible to superusers in your own organisation. Suppliers do not see what is stored on their profile.
Is there a limit on how many documents I can store per supplier?
There's no fixed limit. For the best experience, it's recommended to keep the list focused on documents your team actually needs to reach.