---
id: KB-CR-001
url: https://app.codecontract.io/help/use-cases-by-role/quality-manager
idioma: en
categoria: casos-por-rol
subcategoria: calidad
audiencia: usuario
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CS-002, KB-TL-001, KB-SC-001]
citadoPor: [KB-CR-002, KB-CR-004, KB-CR-019, KB-CR-005, KB-CR-007, KB-CS-003, KB-CF-001]
enLaApp: https://app.codecontract.io/trackline/schemas
---

# Quality: approving suppliers and never letting anything expire

_Risk-based approval, expiry control and non-conformities with full traceability._

**Responde a:** track supplier certificate expiry dates · supplier approval by risk category · non-conformity management with traceability · digital quality inspection checklist · software for a quality manager

Quality work has two halves that get in each other's way: one is documentary — approving, filing, renewing — and the other is fieldwork — inspecting, detecting, correcting. The first eats the time of the second, and the second is the one that adds value.

**En corto**

- Approval paperwork is requested automatically, with whatever each risk category requires.
- Expiry dates warn before they lapse, not when the auditor finds them.
- Every non-conformity has an owner, a deadline and a closure with evidence.
- The audit dossier is exported, not compiled.

## Approve by risk, not by habit

Not every supplier deserves the same file. A critical supplier — one whose failure stops your line or compromises your product — needs more documentation and more frequent review than an office stationery supplier. One process per category solves this without anyone having to remember.

| Category | What is required | Review frequency |
| --- | --- | --- |
| Critical | Standard certification, second-party audit, contingency plan | Annual, with an interim review |
| Significant | Certification, technical data sheet, insurance | Annual |
| General | Tax registration and insurance | At onboarding and on change |

_Over-classifying costs time; under-classifying costs an incident._

## Expiry is the failure that repeats most

A complete file in year one says nothing about year two. Almost every audit finding about supplier documentation is an expired certificate, not a missing one. With an expiry date on each document, the renewal is requested before there is a gap — and the gap is exactly what gets audited.

## Non-conformities that actually close

A non-conformity with no owner and no deadline is an email. Treated as a case — who raises it, who must act, what evidence closes the action and on what date — it stops depending on somebody remembering, and the history is there for the management review.

> [!NOTE]
> What makes a corrective action credible to an auditor is the dated closure evidence, not the description of what was intended.

## Frequently asked questions

**Can I have different requirements per product family?**

Yes. One process per family or risk category, each asking for its own set. Designed once, run at every onboarding.

**How do I keep the history of a long-standing supplier?**

Each renewal stays as a dated delivery within the same supplier, so you see the whole sequence and not only the current document.

**Does it work for plant inspections?**

Yes, as a digital checklist with evidence. What it adds over paper is that the photo and the time are tied to the point inspected.

**And for the management review?**

The data is already there: approved suppliers, expiries, open and closed non-conformities with their deadlines. Nothing to reconstruct by hand.

## Ejemplos

**A quality manager inherits 120 suppliers in a spreadsheet and has no idea which are up to date.**

- Classifies by risk: 12 critical, 30 significant, the rest general
- Runs the approval process on the first 42, with expiry dates
- Lets the expiry alerts run the calendar from then on

→ Within three weeks she knows exactly what is missing and from whom, and stops opening the spreadsheet.

**A certificate expires and the supplier keeps delivering.**

- Records expiries and warns in advance

→ Renewal happens before the next order.

**Approval is rebuilt from scratch for every supplier.**

- Saves the process as a template

→ The second supplier takes minutes.

**A client audits and three suppliers' documentation is missing.**

- Checks everyone's status before the visit

→ The gaps close with time to spare.

**Approval happens and nobody reviews afterwards.**

- Schedules the periodic review

→ The approval stays true.

**Chasing suppliers takes half a day a week.**

- Requests and chases automatically

→ The half day is recovered.