For quality & complianceFile QC-01

The file is
always ready.

Specs, approvals, health certificates and claims, each kept with the order, supplier and plant it belongs to. AI reads every page and flags what is missing or about to expire. You decide, and you sign.

Book a call Open the audit pack
AI
What AI read, matched, filled or drafted.
You
What you decided and signed.

In this fileOne example runs through it: order 2611, frozen pork collar from a Polish plant to a customer in Verona.

01The audit packKept in BOSS · approvals from Registry

Asked for it.
Found it.

Every document is kept with the order, the supplier and the plant it belongs to. AI reads each one, checks it against the others and flags what is missing or about to expire. You sign off.

  • Kept with the orderSpec, approvals, load papers and arrival records in one place, found by order, lot, plant or customer.
  • Read and comparedAI Plant number, lot, weight and dates checked across every paper that carries them.
  • Signed by a personYou The pack is closed only when you sign it off.
02The next 90 daysDates read from every certificate · BOSS

Nothing lapses
by surprise.

Every certificate, approval and questionnaire is read for its expiry date. The next ninety days fit on one page. Renewals are asked for in the supplier’s language, and you hear when a reply is late.

6 Nov 2026 → 4 Feb 20278 papers expire · 31 suppliers

  • 1Renewed and filed
  • 3Asked, waiting
  • 1Needs you
  • 3Not due yet
  1. NovWk 452345678
  2. Wk 469101112131415
  3. Wk 4716171819202122
  4. Wk 4823242526272829
  5. DecWk 4930123456
  6. Wk 5078910111213
  7. Wk 5114151617181920
  8. Wk 5221222324252627
  9. JanWk 5328293031123
  10. Wk 145678910
  11. Wk 211121314151617
  12. Wk 318192021222324
  13. Wk 425262728293031
  14. FebWk 51234567
03A claimOrder, lot and evidence from BOSS

From a photo
to a fair reply.

A customer sends a photo. The claim is opened with the order and the lot, and the evidence from the file sits next to it. You decide what is fair. The reply goes out in their language.

  1. Photo in
  2. Claim opened AI
  3. Evidence in place AI
  4. Decided You
  5. Reply sent You

Customer, VeronaWhatsApp · 6 Nov, 09:12

Frozen cartons with torn film and frost on the meat

Photo · 4:3A customer’s phone photo on a cold dock: a frozen carton with torn film, frost on the meat, the label visible. img/roles/quality-claim.jpg

Buongiorno, 14 cartoni della consegna di ieri hanno la pellicola strappata e bruciature da congelamento. Foto allegate.

Translated“14 cartons from yesterday’s delivery have torn film and freezer burn. Photos attached.”

Claim C-0412Opened 09:13 AI

Order
2611 · Pork collar, boneless, frozen
Lot
2611-07 · 2 pallets
Problem
Torn film, freezer burn
Quantity
14 of 1,120 cartons

Evidence from the file

  • Loading photos from the plantCartons intact, 5 Nov 18:40
  • CMR at deliverySigned, no remarks
  • Core temperature at arrival−19.1 °C · in spec
  • Customer’s photosTorn film on 14 cartons

Same lot in your coldstore: 4 palletsStock & coldstores · BOSSon hold, 09:24

Your decision

RejectAccept 14 cartonsAccept all

Packing, not temperature. Credit 14 cartons.

Reply to the customerDrafted edited by you

Buongiorno,

grazie per le foto. Abbiamo verificato il lotto 2611-07: alla partenza i cartoni erano integri e all’arrivo la temperatura era di −19,1 °C.

Accettiamo comunque i 14 cartoni danneggiati e oggi vi inviamo una nota di credito. Il resto della consegna è conforme.

Cordiali saluti

Credit note for 14 cartons, prepared · BOSS Sent
10:12 · by you
04Audit dayPrinted from the file · BOSS, Registry

Audit day is
a quiet day.

Pick the audit. The checklist is built from what you already hold, with what is ready, what is open and what needs your signature.

A quality manager in a hairnet, white coat and blue gloves checking a certificate against vacuum-packed beef samples

Photo · 4:5A quality manager at the lab bench checking a certificate against vacuum-packed samples.

The papers on the bench are the same ones in the file. Nobody has to go looking for them.

Audit checklistBuilt from the file · today

IFS Broker audit · Thu 21 Jan

  • Approved supplier list42 plants, every approval checked today · RegistryPreparedReady
  • Certificates in date41 of 42 · one renewal asked (IFS, plant PL)Prepared1 open
  • Specs agreed with customers18 of 18 signed and datedPreparedReady
  • Traceability testLot 2611-07 to supplier, load, pallets and customerPreparedReady
  • Claims log, with replies14 this year, all closedPreparedReady
  • Arrival temperaturesEvery load, last 12 monthsPreparedReady
  • Corrective actions from last audit2 of 3 closedYou1 open
  • Management reviewPrepared, waiting for your signatureYouSign
Print the pack PDF, every original attached Share with the auditor Read only
05For your auditorHand this page over

What auditors ask.
Short answers.

What AI does in the file, what it never does, and how every page can be checked back to where it came from.

The rules of the fileApply to every page

  1. § 1Every page keeps its original, as it arrived.
  2. § 2AI reads, matches, fills and drafts. It never approves, accepts or signs.
  3. § 3Every check and every change has a name and a time.
  4. § 4Nothing goes to a customer or a supplier until a person sends it.

SignedQuality manager

Q1Can I see the original document?

Yes. Every page is kept as it arrived: the PDF, the photo, the email it came with. What AI read from it sits next to it, never in its place.

Q2Who checked this, and when?

Every check, change and sign-off carries a name and a time. Checks made by AI are marked as AI.

Q3Did AI approve anything?

No. AI reads, matches, files and drafts. Approving a supplier, accepting a load, closing a claim and signing are done by a person.

Q4How do you know a plant is still approved?

Each supplier plant is kept with its approval number and export listings, checked against official lists in Registry before you buy.

Q5Can you trace a lot?

From the lot to the supplier and plant, the load, the pallets in the coldstore and every customer who received it.

Q6Do suppliers have to change how they send papers?

No. They keep sending them by email and WhatsApp. Portal can map how papers reach your team today and where they wait.

06Talk to usA 30-minute call

Bring us
one file.

Send the papers for one order, or tell us which audit is next. In thirty minutes we will show you what your file would look like.

[email protected]Sofia · Zagreb · Berlin · London · Warsaw · Osaka

Routing slipTo: MakeBetter

Start with
Book a call Opens an email. Nothing is sent until you send it.

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