Supplier Certificate Vault & Lot Linkage
Build a searchable vault that links every incoming supplier certificate (CoA, CoC, mill cert) to the received lot it covers - so when a customer or auditor demands the cert for a material lot, you find it in seconds instead of digging through email.
Upload a supplier cert, link it to a received lot, have a quality coordinator approve it, then search by item, lot, or supplier and pull the right cert for an outgoing shipment - plus a cert-on-file report you can hand to an auditor.
Before you start
- A free Vercel account
- A free Supabase account
- A free Resend account
- Your received-lot list as a spreadsheet or CSV (item, lot, supplier, received date)
- The supplier certificate files (PDF or image) you want to load in
The problem this kills
A customer calls. Their lot of your material failed an incoming inspection on their end, and they need the supplier certificate - the CoA (Certificate of Analysis) or mill cert - for that exact lot, today. Or an auditor sits in your conference room and asks to see the certificate on file for five random lots you shipped last quarter.
And now you are searching email. Forwarded PDFs with names like scan_0047.pdf. A shared drive folder nobody fully trusts. A binder. You are not sure the cert you found is even the right revision, or whether anyone ever checked it against the spec. Twenty minutes later you are still looking, the customer is still on hold, and you are quietly wondering whether that lot ever had an approved cert at all.
The certificates exist. The lots exist. What is missing is the link between them - and a record that a real person looked at each cert and said "yes, this matches the lot and the spec, the lot is cleared." This tool builds exactly that link, and makes it searchable.
What you'll build
A small private web app for your quality, receiving, and shipping team:
- Upload a cert (PDF or photo) and attach it to a specific received lot - item, lot number, supplier, received date.
- A coordinator approval gate: a quality coordinator opens each incoming cert, checks it against the lot and spec, and approves it. Until then the lot is not cleared for use.
- Instant search by item, lot, or supplier - pull the matching cert in seconds.
- Pull a cert for an outgoing shipment: look up the lot you are shipping, grab its approved cert, done.
- Red flags front and center: lots with a missing, expired, or unapproved cert are flagged and blocked from use, so a problem lot can never quietly ship.
- A cert-on-file report you can export to CSV and hand to a customer or auditor.
It works even if you have no connection to your ERP yet: import your lot list from a spreadsheet, upload the certs, and export a clean status CSV in the columns your system of record expects.
What's inside the Implementation Plan
The plan is a single file you paste into an AI coding agent (Claude Code), and it builds the app with you step by step - no coding experience needed.
The best part: it opens by interviewing you about your business. Before it writes a single line, the agent asks how you receive material, how your lots and items are named, which kinds of certs you handle, what "approved" means in your shop, and where the messy exceptions hide. Then it tailors the data model, the validations, and every later step to your answers. You get a tool shaped like your operation, not a generic template you have to bend to fit.
Inside you will find: the discovery interview, an accounts-and-setup checklist, a plain-language tour of the stack, a simple architecture diagram, and the build broken into copy-paste prompts - each one ready to drop into your agent. It closes with a "how to know it works" checklist and the spreadsheet-in / CSV-out fallback path.
The governance it includes (this is the point)
This is not a shared folder with search bolted on. The plan builds in real controls from the start:
- Login so only your team can open the vault.
- Row-level security so you only ever see your own organization's lots and certs.
- A complete audit trail - who uploaded, who approved, who pulled a cert, and when.
- A hard human-in-the-loop approval gate - the system links and drafts, but a quality coordinator must review and approve each cert before the lot is cleared. The AI never auto-clears a lot.
- Duplicate guards - the same supplier + item + lot can't be loaded twice, so you never end up with two conflicting "certs of record."
Who it's for
Quality coordinators, receiving clerks, and shipping/QA in any shop that takes in material under lot or batch control and has to prove, on demand, that each lot had a valid certificate. If you have ever been the person hunting through email for a CoA while a customer waits, this is for you.
You've got this - paste the first prompt and let the agent interview you.