Vendor compliance verification

Purpose

1.1. Ensure all vendors comply with legal, safety, and internal standards for alcoholic beverage distribution.
1.2. Automate collection, validation, and storage of compliance certificates, licenses, and policy acknowledgments.
1.3. Notify stakeholders of status, expirations, and necessary action items regarding compliance.
1.4. Reduce legal and reputational risk by proactive and timely compliance management, customized to distributor, region, and beverage type.

Trigger Conditions

2.1. New vendor onboarding submission detected.
2.2. Scheduled periodic (e.g., quarterly) verification workflow.
2.3. Manual compliance review request initiated by staff.
2.4. License or certificate expiry date approaching.
2.5. Change detected in vendor legal status or product line.

Platform Variants

3.1. Salesforce
• API: “Vendor Object” triggers; “Document Upload and Validate” action for compliance docs.
3.2. DocuSign
• API: Automate “Request Signature”; webhook for signed document receipt.
3.3. Google Drive
• Feature: “Watch folder for upload”; move and tag compliance files; set up “Shared Drive” for centralized records.
3.4. Microsoft Power Automate
• Trigger: “When a file is created in SharePoint/OneDrive”; action: Validate document type and notify compliance team.
3.5. SAP Ariba
• API: Onboarding “Event”; workflow for “Vendor Qualification Status.”
3.6. Box
• API: New file trigger; set metadata for expiration; move non-compliant docs to review folder.
3.7. Slack
• API: Incoming webhook; channel/message for compliance alerts; “Approve/Reject” button.
3.8. AWS Lambda
• Function: Parse uploaded compliance docs and cross-check with known format or external databases.
3.9. Twilio
• API: Send SMS alerts for impending compliance deadlines; “Webhook” on response received.
3.10. Outlook 365
• Feature: Auto-generate compliance status reports via scheduled email; parse returns to update status.
3.11. Zoho CRM
• API: Update “Vendor Status” field; launch “Compliance Review” task.
3.12. Dropbox
• Feature: New file webhook; move expired compliance docs to archive; notify compliance admin.
3.13. QuickBooks Online
• API: “Vendor Add/Update” triggers compliance check; block payments to non-compliant vendors.
3.14. Jira
• API: Create “Compliance Review” issue on trigger; escalate overdue tasks.
3.15. Adobe Sign
• Feature: Send compliance document for signature; receive completed document webhook.
3.16. HubSpot
• API: Update vendor deal stage; send compliance checklist to partner email.
3.17. ServiceNow
• Feature: Launch “Vendor Compliance” ticket workflow; email result to stakeholder.
3.18. Microsoft Teams
• Feature: Post compliance alert to channel; collect quick feedback/poll from channel members.
3.19. Monday.com
• API: Create item for each vendor; set up automation to move item when compliance complete.
3.20. Google Forms
• Feature: Populate form for vendors; collect and route responses to centralized storage.
3.21. Oracle NetSuite
• API: Update vendor compliance custom field; trigger alert on non-compliance or missing records.
3.22. Asana
• Feature: Task automation for compliance checks; move task to “Review” or “Approved” section.

Benefits

4.1. Reduces manual processing time and compliance errors.
4.2. Ensures proactive compliance management across distributed teams.
4.3. Enables traceability and robust audit trails for all compliance documents.
4.4. Minimizes regulatory and supply chain risk in alcohol distribution.
4.5. Accelerates vendor onboarding and mitigates disruptions.
4.6. Standardizes compliance process regardless of vendor scale or location.
4.7. Guarantees that renewals and expirations are not missed, securing continuous operations.