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Overview

If you do not have the required evidence on hand yourself, you can invite your suppliers directly through Polygon One. Suppliers receive secure access to a supplier portal workspace without having to create their own account.

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The Invitation Process

1

Identify the supplier

In the compliance dashboard, identify the supplier or the articles for which data is missing.
2

Send the invitation

Click “Request information” or “Invite supplier”. Select the EUDR-relevant articles for which data is needed. Optionally, you can add a personal message.

Invitation dialog with article selection and personal message

3

The supplier receives an email

The supplier receives an email with a secure link to the supplier portal. No separate account is required. If you have stored additional contacts on the supplier, those addresses are copied in — see Managing suppliers.
4

Data provision

The supplier provides geodata, documents, and legal information through the workspace and can return later to supply any missing content.
5

Automatic analysis

As soon as data is submitted, Polygon One automatically performs an analysis (satellite imagery evaluation, document validation).
Keep the email address on file current: once a supplier has submitted something, changing it requires a one-time code sent to exactly that address — see Supplier view → One-time code and security contact.

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Bulk Invitation

Using the “Invite all suppliers” function, you can invite all suppliers with an email address at the same time. Suppliers without an email are automatically skipped.

Bulk invitation — invite multiple suppliers at once

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What Suppliers Provide in the Portal

In the supplier portal, your suppliers go through the following steps:
Company name and the supplier’s country or address.
Production locations are specified for each article:
  • Select the production country
  • Specify the name of the raw material producer
  • Draw the areas on the interactive map, upload them as a file (GeoJSON, CSV, Excel), enter coordinates directly, or have them read out of a certificate
  • Details for the drawn production sites (production period, scientific name of the raw material, etc.)
If the supplier sources materials from additional sub-suppliers, they can invite them in the portal. Incoming articles are recorded with an article number and an HS code; the HS code is mandatory — without it the hand-off cannot be created, because it decides whether the input material is in scope of the EUDR. Incoming articles are automatically linked to the article you imported, so that the supply chain remains traceable upstream.
Two further steps follow:
  • Entities in the supply chain — the supplier declares every organisation involved; without that, no certificate issued to a producer or processor rather than to the supplier can be accepted. You confirm the declarations via the row action “Supply-chain parties” in the supplier list.
  • Material that needs no geo data — material already covered by another operator’s due diligence statement, and post-consumer recycled material, need no plots; see Inbound DDS.

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What the Supplier Completes

Via the invitation link, the supplier opens the EUDR data request form — without their own user account. The form is divided into several sections:
  • General information: company name, address, and country
  • Geo data: draw the production areas for each requested article, upload them as a file, type in coordinates, or have them read out of a certificate — alternatively declare an upstream DDS reference or a recycled share
  • Sub-suppliers (optional): invite additional sub-suppliers by email
  • Legal questionnaire: answer country-specific compliance questions and upload evidence documents
The supplier can reopen the link while it remains valid to provide missing data or update their information.
If a required document does not exist in their country at all, the supplier can state that instead of uploading — with a mandatory reason. The statement reaches you as a card in the compliance gaps view, where you accept or reject it. Accepting does not satisfy the requirement; see Risk Mitigation.

Plot Import & Review Workflow

The supplier upload uses the same technical review workflow as your own plot import, but with stricter supplier rules.

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FLEGT License Shortcut

For suppliers from FLEGT VPA countries who supply wood products, there is a shortcut: if a valid FLEGT license is available, the detailed legal questionnaire can be skipped. The license can be uploaded directly when inviting the supplier.

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Sustainability Certifications

Suppliers can also upload sustainability certifications (e.g. FSC, PEFC, ISCC, Rainforest Alliance, RSPO, Fairtrade). The system automatically analyzes which compliance categories are covered as a result.

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Help Inside the Form

Your suppliers have an AI assistant available in the EUDR form that answers questions about their specific request — it sees only the data of that one invitation, is read-only, and makes no compliance decision. For step-by-step instructions, use the supplier guide. It is not shown on partner-branded portals.
When a supplier gets stuck, pointing them at the supplier guide is usually faster than explaining it yourself — it is available in five languages.

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Detailed Help on the Supplier View

Supplier View

Step-by-step guide from the supplier’s perspective when completing the EUDR data request.