Supplier certificate tracking, in private build
Certly keeps your supplier certificates in one place, tracks every expiry date, and emails the supplier before the date passes, so the certificate library is in order on the morning the auditor arrives. Join the waitlist for early access.
Certly is not open yet, so everything on this page is what it is being built to do.
The problem
A certified plant has to hold a current allergen declaration, CoA and audit certificate for every supplier it buys from. Most QA teams track that in a spreadsheet and chase the gaps by email, five to ten hours a week of copying dates and rewriting the same reminder. The spreadsheet tells you an expiry passed; it does not tell you in time, and it never sends the email. A missing document found during a re-audit costs real money in fees and remediation, and the risk sits with one or two people who already have a full job. Certly is built to take the tracking and the chasing off that list.
What it will do
Nothing a card names is a promise: the pages this site publishes are what it covers today.
Add each supplier with its contact details and the certificate types you require from it, allergen declaration, CoA, audit certificate. Certly then knows what should be on file, which is what makes a missing document visible instead of invisible.
Every certificate carries its expiry date, and a scheduled job checks them against your thresholds at 90, 60 and 30 days out. You set the thresholds per certificate type or plant-wide in settings, and adjust them when a supplier turns out to need longer.
When a certificate approaches expiry or lapses, Certly emails the supplier contact with a one-click upload link and records every send. You can also trigger a one-off chase from a supplier row when you want the email to go now.
The chase email carries a single-use, expiring signed link to a page where the supplier attaches the document and is done. No login, no password reset, no reason for them to reply asking how.
Current, expiring soon, expired, missing, per supplier, on a single screen. The same four badges appear on the supplier row and in the PDF, so what you read on Monday is what the auditor reads on Thursday.
Export the certificate status view as a PDF with the same badges and the same disclaimer line as the screen, so there is no gap between the record you work from and the record you present.
How it works
Add suppliers with contact details and the certificate types you require from them. This is the one setup task, and it is the step that turns a missing certificate from something nobody noticed into a status on a screen.
Upload the documents from your current folder or spreadsheet against the right supplier and certificate type, with the expiry date. Forms validate the fields inline, so a bad date or a mistyped email is caught at entry rather than months later.
Choose how far ahead you want warning, at 90, 60 and 30 days, per certificate type or as a plant-wide default. A scheduled job does the date arithmetic from then on.
Certly emails the supplier contact as a certificate approaches expiry or lapses, with a single-use upload link, and logs each send with its delivery status. Press chase now on any supplier row when a date is close and you would rather not wait.
On audit week, open the dashboard, check the four statuses, and export the PDF with the same badges for the auditor's review.
Who it is for
Nothing a card names is a promise: the pages under Who it is for are who it covers today.
QA manager, single plant
Instead of rebuilding the certificate spreadsheet from scratch, you open one status view, see which suppliers are expiring soon, expired or missing, and let the chase sequences work the gaps while you prepare everything else.
QA coordinator
The recurring hours spent copying expiry dates and rewriting the same reminder email become a scan of four status badges and, where needed, one press of chase now.
Food safety consultant
A consultant supporting a plant can see what is outstanding without asking for a spreadsheet export first. Certly is single-plant per account in the first release, so a consultant portal across clients is not here yet.
Supplier contact
The supplier's quality contact gets one email, opens a single-use link, attaches the document and is finished, which is usually why a certificate arrives at all.
Questions
Any price, trial or plan named in these answers is planned rather than on sale.
Not publicly. Certly is in private build and the site is a waitlist. Joining tells us which standard you work under and roughly how many suppliers you track, which is what shapes what we finish next.
No. Certly tracks certificates and sends reminders. It does not verify that a certificate is authentic and it does not guarantee regulatory compliance. That line appears on the dashboard and on the PDF export, not just in the terms.
No. Expiry dates are entered by you or by the supplier at upload. Automated document parsing and OCR are deliberately out of scope for the first release, because a wrongly parsed date is worse than a typed one.
No. A supplier gets an email with a single-use, expiring signed link, opens it, attaches the certificate and is finished. There is nothing for them to sign up for or remember.
No. Certly is built for plants working under those standards, and it tracks the certificate types those standards ask you to hold, but it does not map documents to clause structures and it is not a compliance interpretation tool.
Not in the first release. Certly is scoped to a single plant per account, with data isolation enforced on every query. Multi-site handling is planned for a later tier, and the waitlist form is where to tell us if you need it.
Not in the first release, and there is no public API yet. The first version does one workflow end to end, certificate collection, tracking and chasing, rather than doing several partially.
Supplier certificates often name individuals, so supplier contact records can be erased on request through a right-to-erasure endpoint, and every query is scoped to your plant. If you are an EU plant, ask us about the data processing agreement and hosting region when you join the waitlist.
If you keep supplier certificates in a spreadsheet and chase them by email, we want the details: your standard, your supplier count, and the part of the chase that wastes the most time.
One email when it launches, and the occasional update. Unsubscribe any time. Privacy.