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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.
3

The supplier receives an email

The supplier receives an email with a secure link to the supplier portal. No separate account is required.
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).

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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.

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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 or upload them as a file
  • 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 HS code and article number. Incoming articles are automatically linked to the article you imported, so that the supply chain remains traceable upstream.

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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 on the map or upload them as GeoJSON
  • 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.

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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Detailed Help on the Supplier View

Supplier View

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