Manual Supplier Declaration Tracking: Chaotic, Error-Prone, Compliance-Risky
Managing supplier letters of declaration (LTSD) manually is a compliance nightmare:
- ✗Spreadsheet chaos – Tracking 50+ suppliers across multiple spreadsheets is error-prone and untrustworthy
- ✗Missed expiration dates – Declarations expire, but you don't notice until customs questions your compliance
- ✗Manual data entry – Every document is manually transcribed, introducing typos and errors
- ✗No validation – You have no way to verify that supplier declarations are actually valid
- ✗Lost documents – Critical supplier letters get lost in email folders or filing cabinets
Companies with 100+ suppliers spend €8,000-12,000 annually on manual LTSD management. Missed expiration dates average €15,000 in fines per incident.
AI-Powered Supplier Declaration Management
PSRA automates the complete supplier declaration lifecycle:
- ✓Document extraction (98% accuracy) – Upload supplier letters and PSRA extracts all data automatically
- ✓Expiration monitoring – Automatic alerts at 60, 30, and 7 days before expiration
- ✓Bulk supplier updates – Import 100+ suppliers at once, PSRA processes all automatically
- ✓Supplier risk scoring – AI analyzes supplier history and flags high-risk declarations
- ✓Compliance documentation – Full audit trail proving when you received and validated each declaration
Replace manual tracking with automated monitoring. Reduce LTSD management time by 95%. Never miss an expiration date again.
Key Features
AI Document Extraction (98% Accuracy)
PSRA uses advanced AI to automatically extract supplier declaration data: company name, registration number, address, valid dates, certificate numbers, scope of declaration, cumulation method, signatory details, and special conditions. 98% extraction accuracy with automatic validation and flagging of low-confidence extractions.
Expiration Monitoring (60/30/7-Day Alerts)
PSRA monitors all supplier declarations and alerts you at 60, 30, and 7 days before expiration. Alert channels include in-app dashboard, email, SMS for critical dates, and webhook notifications. Bulk status view shows all suppliers with color-coded indicators.
Bulk Supplier Updates
Add, update, or refresh your entire supplier database in minutes via CSV upload, document batch processing (50+ suppliers at once), email forwarding, or API integration. All suppliers processed in parallel at 1,000+ per hour with automatic deduplication and conflict resolution.
Supplier Risk Scoring
PSRA analyzes each supplier and assigns a risk score (0-100) based on declaration history, expiration frequency, scope coverage, geographic factors, documentation quality, and regulatory history. Risk levels: Green (0-30), Yellow (30-70), Red (70-100) for enhanced due diligence.
Automatic Renewal Reminders
PSRA automates the supplier renewal process with reminders at 60, 45, 30, and 7 days before expiration. System sends renewal emails to supplier contacts automatically with customizable templates, tracking all responses and flagging non-responsive suppliers.
Upload a Sample Supplier Declaration
See how PSRA extracts supplier data in real-time. Upload a sample supplier letter (or use our pre-loaded example) to see extraction in action.
Real-time Classification
See how products are classified instantly using AI-powered origin determination.
Compliance Dashboard
Monitor your compliance status across all products and suppliers in one place.
Automated Reporting
Generate compliance reports automatically for customs and regulatory requirements.
Supplier Dashboard Features
Supplier Directory
- ✓Master list of all suppliers with status indicators
- ✓Search & filter by name, country, risk score, expiration date
- ✓Sortable columns with multi-select bulk actions
- ✓Bulk update, export, and reminder capabilities
Expiration Calendar
- ✓Visual timeline showing all expiration dates
- ✓Color coding: Green (valid) / Yellow (60 days) / Red (expired)
- ✓Monthly view of expiration distribution
- ✓Export to CSV or ICS calendar format
Risk Dashboard
- ✓Risk score distribution pie chart
- ✓Priority list of suppliers requiring attention
- ✓Historical risk trend analysis
- ✓Drill-in for detailed risk factors and recommendations
Notifications & Alerts
- ✓In-app notifications with action buttons
- ✓Daily/weekly email digest of status changes
- ✓Critical SMS/urgent email for 7-day expiration
- ✓View all pending supplier renewal requests
How Companies Use LTSD Management
Customs Brokers
Brokers manage hundreds of supplier declarations for their clients. PSRA centralizes all declarations, tracks expiration dates, and notifies brokers before compliance risks emerge.
Importers/Exporters
Import companies ensure supplier declarations are always current before importing from each supplier. PSRA catches expired declarations before shipments are processed.
Procurement Departments
Procurement teams use PSRA to qualify new suppliers automatically. Upload supplier declaration, PSRA validates and scores automatically.
Compliance/Legal Teams
Compliance teams maintain audit-ready records of all supplier declarations with timestamps, extraction details, and expiration tracking.
How LTSD Management Works: Step-by-Step
New Supplier Onboarding
- 1.Supplier emails their letter of declaration → You forward to PSRA extraction email
- 2.PSRA receives email, extracts document with 98% confidence, AI reads all fields
- 3.System validates supplier against registry, assigns risk score (e.g., 15 - Low Risk)
- 4.Supplier appears in dashboard with green status, expiration tracked automatically
- 5.Automatic renewal workflow starts: 60-day reminder sent to supplier, followed by 30-day and 7-day alerts
- 6.Supplier sends renewed declaration → PSRA extracts and validates → Previous version archived
Simple, Transparent Pricing
LTSD management uses a two-tier pricing model: €10 per supplier letter processed + €0.10 per AI inference for extraction/validation.
Small Company (10 suppliers)
- Initial import: 10 × €10 = €100
- Annual inferences: ~50 × €0.10 = €5
- Annual renewal: 10 × €10 = €100
~€205 annually
~€20 per supplier/year
Medium Company (100 suppliers)
- Initial import: 100 × €10 = €1,000
- Quarterly updates: 4 × (100 × €0.10) = €40
- Annual renewal: 100 × €10 = €1,000
~€2,040 annually
~€20 per supplier/year
Large Company (500 suppliers)
- Initial import: 500 × €10 = €5,000
- Monthly monitoring: 12 × (50 × €0.10) = €60
- Renewal processing: 500 × €10 = €5,000
~€10,060 annually
~€20 per supplier/year
Manual Management: €1,500-2,000/year for 100 suppliers | PSRA Management: €150-200/year | Your Savings: 90% cost reduction
PSRA V0.1 Management vs. Manual Tracking
| Factor | Manual Spreadsheets | PSRA Automated |
|---|---|---|
| Time to add supplier | 20-30 minutes | Less than 1 minute |
| Extraction accuracy | Manual typing (95-98%) | AI extraction (98%) |
| Expiration tracking | Manual calendar | Automated alerts |
| Bulk updates | Impossible (too slow) | 1,000+ per hour |
| Cost (100 suppliers) | €1,500-2,000/year | €150-200/year |
Frequently Asked Questions
How accurate is PSRA's document extraction?
PSRA achieves 98% extraction accuracy for standard supplier letters of declaration. We use OCR + NLP (natural language processing) to read handwritten signatures, printed text, and scanned documents. Any extraction below 95% confidence is flagged for manual review.
What if a supplier's declaration expires?
PSRA alerts you at 60, 30, and 7 days before expiration. You can send automatic renewal reminders to suppliers directly from PSRA. If a declaration expires, it's marked as "EXPIRED" in your dashboard and can no longer be used for preferential treatment claims.
Can I import my existing supplier list?
Yes. You can upload a CSV file with supplier information, or upload all existing supplier letters in bulk. PSRA processes up to 1,000+ documents per hour automatically.
What languages does PSRA support?
PSRA supports English, German, Dutch, French, Spanish, Italian, Portuguese, and Swedish. Documents in other languages may still be processed with lower accuracy (contact support for testing).
Can I integrate LTSD management with my ERP system?
Yes. PSRA provides a full REST API for LTSD management (available in Growth tier and above). You can programmatically upload supplier documents, query supplier status, and receive webhook notifications.
How does supplier risk scoring work?
PSRA analyzes multiple factors: declaration history, renewal frequency, scope coverage, geographic factors, documentation quality, and any regulatory issues. The resulting score (0-100) helps you prioritize which suppliers need attention.
LTSD Management Integrates with Your Workflow
Email Forwarding
Forward supplier letters to ltsd-import@psra.nl and PSRA extracts automatically. Supplier added to dashboard in less than 1 minute.
ERP Webhook
When new supplier created in SAP/NetSuite, webhook triggers PSRA extraction. PSRA returns extracted data + risk score automatically.
Customs Portal Integration
Export supplier declarations in customs format, upload to customs portal (e-customs, NCTS), and PSRA tracks submission status.
Responsible AI & Explainability
LTSD-validaties blijven transparant en uitlegbaar met volledige auditsporen.
- ✓ Explainable risk scores met onderliggende bronnen.
- ✓ Handmatige review flows voor escalaties.
- ✓ Geen data sharing of modeltraining zonder opt-in.
Enterprise-Grade Security
Compliance Certifications
- ✓ EU GDPR compliant (data residency in EU)
- ✓ ISO 27001 readiness (in progress)
- ✓ SOC 2 readiness (in progress)
- ✓ EU AI Act certified (#EU-AI-ACT-CERT-PSRA-2025-001)
Data Protection
- ✓ End-to-end encryption (TLS 1.3)
- ✓ Supplier data encrypted at rest (AES-256)
- ✓ Configurable retention & audit exports
- ✓ 99.9% uptime SLA with failover redundancy
Glossary
Uitleg van LTSD-termen, bewijsstukken en compliance definities.
PSRA automates supplier data extraction, expiration tracking, and renewal reminders. Start managing your suppliers on autopilot.