Review vendor onboarding evidence against your checklist
Upload the onboarding checklist and vendor evidence. Review draft answers, their sources and partial or missing items before asking the vendor to follow up.
An onboarding pack can include policies, agreements, insurance documents and previous questionnaire answers. A filename alone does not establish that a checklist item is covered. Compare the actual requirement with the submitted evidence and keep unresolved items assigned to a reviewer.
Evidence is present but incomplete
A policy may describe a control without showing whether it operated during the period your checklist asks about.
Documents refer to different entities
Check the vendor name, covered service and relevant dates before treating a document as evidence for this relationship.
Answers need supporting sources
Connect each proposed answer with the passage or file that supports it, so a colleague can inspect the basis for the answer.
Requirements depend on the vendor
Use the checklist for the service and risk you are reviewing. Keep optional requests separate from required evidence.
Starting files
Checklist + evidence
Coverage status
Answered / partial / missing
- 1Add the checklist for this vendor and the review you need to complete.
- 2Upload the supported evidence files that may answer those questions.
- 3Check each draft answer, its source and whether the requirement is fully, partly or not supported.
- 4Assign missing items to the relevant owner and request the specific evidence needed.
- Software vendor — Check whether the supplied agreement and security evidence answer your onboarding questions.
- Service provider — Compare the requested coverage and relevant dates with the submitted insurance evidence.
- Supplier review — Separate supported checklist answers from missing or ambiguous documents.
- Periodic review — Compare updated documents with the current checklist, then investigate changed or missing evidence.
What does evidence review check on a vendor submission?
Whether the files the vendor uploaded actually answer the questions on your onboarding checklist. Each item is marked answered, partial, or missing - with the source file or clause cited.
Do I need to write a checklist from scratch?
Use your existing checklist, with the questions and requirements stated clearly. Include the relevant service, entity and period where they affect the answer.
How is this different from a vendor management platform?
A vendor management system can hold vendor records and manage the onboarding process. This workflow checks uploaded questions against evidence and returns draft answers with source context for your review.
Does evidence review replace TrustLayer, Billy, or myCOI?
Dedicated tools may manage certificate expiry and vendor records. evidence review focuses on comparing a supported checklist with uploaded evidence and preparing a first-pass gap view; it does not replace a vendor management system.
What file types are supported?
PDFs, Word documents, scanned files. Multi-file submissions are normal - evidence review matches each item against the relevant evidence.
Is my data secure?
Review Arthur & Co's current privacy and security terms for processing, retention, and model-use details before uploading vendor information.
Turn a vendor pack into a sourced gap list
Add the checklist and supporting files. Inspect the answers and unresolved items before requesting evidence or making an onboarding decision.
AI-powered review provides decision support and does not replace qualified professional judgment. Always review flagged items before approving a vendor.