Documentation
Onfile user guide.
A practical, end-to-end walkthrough — from setting up your organization to running audit-ready reports. Most teams are live with their first vendors in an afternoon.
What you’ll do in this guide
- 1Set up your organization
- 2Define your vendor types
- 3Set document requirements
- 4Add or import your vendors
- 5Share the secure upload link
- 6Review pending documents
- 7Watch your Compliance Command Center
- 8Stay ahead of expirations
- 9Fix missing items
- 10Invite your team
- 11Run reports and export audit packets
- 12Track activity and notifications
- 13Manage billing and your plan
Step 1
Set up your organization
Add your organization name, logo, and contact details. These appear on vendor invitations and emails so vendors recognize who is requesting documents.
- Edit account basics in Settings → Account.
- Set your organization profile in Settings → Organization.
- Owners and admins can manage these settings.
Step 2
Define your vendor types
Vendor types group vendors so each group can require its own set of documents — for example, General Contractor, Cleaning, Landscaping, or Plumber.
- Create one vendor type per category you manage.
- You can adjust vendor types later as your portfolio grows.
- Vendor types power the document requirements you set in the next step.
Step 3
Set document requirements
For each vendor type, choose which documents are required, which are optional, and which have expiration tracking. Onfile supports the document types most teams need on day one:
- Certificate of Insurance (COI)
- W-9 Form
- Business License
- Professional License
- Safety Certification
- Contract Acknowledgment
- Other Document
Step 4
Add or import your vendors
Add vendors one at a time, or upload a CSV to bring your existing roster across in minutes. Assign each vendor a type so Onfile knows which documents to request.
- Add a single vendor: Vendors → New vendor.
- Bulk import: Vendors → Import (CSV with name, contact email, and vendor type).
- Set an internal owner so a teammate is accountable for follow-up.
Step 5
Share the secure upload link
Every vendor record has a unique, secure upload link. Vendors submit their documents directly — no account, no password, no app to install.
- Copy the upload link from a vendor's page, or send an invite email from Onfile.
- Vendors land on a clean, mobile-friendly upload portal at /upload/[token].
- They get a confirmation when each document is submitted.
Step 6
Review pending documents
Uploaded documents land in the review queue. Onfile uses AI to extract key fields and flag issues — your team approves, rejects, or requests a replacement. Onfile never auto-approves.
- Open the review queue from the sidebar or the dashboard.
- Inspect extracted fields and confidence indicators, then approve or reject.
- Rejections trigger an automatic prompt to the vendor to resubmit.
Step 7
Watch your Compliance Command Center
The dashboard rolls up everything that matters: compliant, expiring soon, expired, pending review, and missing. Use it as your daily starting point.
- Status overview across your full vendor list.
- Next actions and recent uploads at a glance.
- Upcoming expirations and pending reviews surfaced for the team.
Step 8
Stay ahead of expirations
Onfile tracks document expiration dates and sends automated reminders — to vendors and to your team — before things lapse.
- Reminders trigger for missing, expiring-soon, expired, and rejected documents.
- Filter expirations by window to plan renewals.
- Adjust reminder cadence in Workflows when it ships (see roadmap below).
Step 9
Fix missing items
The Missing Items view is a focused worklist of every vendor with a gap, so you can close the loop without scanning the full roster.
- See exactly which document each vendor is missing.
- Send or resend the upload link in one click.
- Filter by vendor type, owner, or document type.
Step 10
Invite your team
Bring in reviewers and admins. Role-aware access keeps the right people in front of the right vendor records.
- Invite by email from Settings → Team.
- Choose a role: owner, admin, or reviewer.
- Activity logs capture who reviewed, approved, or sent each reminder.
Step 11
Run reports and export audit packets
When a renewal, audit, or stakeholder review comes up, Onfile produces clean exports without spreadsheet wrangling.
- Compliance summary reports.
- Missing-document reports.
- Expiration reports.
- Vendor compliance packets (per-vendor document bundles).
Step 12
Track activity and notifications
Every upload, review, approval, reminder, and status change is recorded. Notifications keep the team in the loop without inbox noise.
- Full activity log under Activity.
- Per-user notifications under Notifications.
- Filter activity by vendor, document, or teammate.
Step 13
Manage billing and your plan
Plans, invoices, and seat counts live in Settings → Billing. Public pricing details are on the pricing page.
- Upgrade, downgrade, or update your card from Settings → Billing.
- See current plan features on the pricing page.
- Need a custom plan? Reach out from the contact page.
Roadmap
Coming soon
The features below are on the roadmap. The core workflow above is what ships today.
Integrations
Property management systems (AppFolio, Yardi, Buildium, RealPage), accounting tools, and team chat (Slack, Teams). Webhooks and an API are on the roadmap so you can subscribe to vendor and document events.
Coming soon
Workflows & automation
Configurable reminder cadences, escalation rules, and approval policies. Today, Onfile ships sensible defaults; granular controls are rolling out.
Coming soon
Where to go next
Security
How Onfile protects vendor documents — secure upload links, access control, and activity logs.
Talk to support
Need help getting started or migrating from spreadsheets? We’ll walk you through it.