How to use SupplierDesk

1. Open Start a workspace and enter the company name. The 15-digit TRN from the Federal Tax Authority is optional and can be added later on Profile.
2. Enter your name, work email, and a password of at least 8 characters. You become the administrator. This first account sees every record and stays on the company.
3. Choose Business, or send the custom package form. The price is on Pricing.
4. Sign in. The workspace stays closed until the card payment is confirmed. The plan page shows the price, a coupon field, and the amount due.

A company that already has an account signs in and opens Billing to request a plan. A coupon code, if you have one, is entered on that request. The workspace stays on its current plan until a change is accepted.

An administrator adds people from People. Enter a name, a work email, and a role. That person receives an email with a link to choose a password. Business includes 10 people. Deactivate someone to free a seat, or activate them again later.

An administrator sees every questionnaire and verification. Anyone else sees a questionnaire when they send its link, and a verification when it is tagged to them. The first person who registers the company also sees every record. The person a record is assigned to, and the first registered user, can remove it.

The workspace keeps one active administrator. An administrator can remove someone else. The first account cannot be removed, and you cannot remove your own account.

An administrator opens Profile and sets the company name, TRN, address, phone, email, website, and a PNG, JPG, or WebP logo up to 2 MB. That letterhead is printed on the supplier form and in the email the supplier receives. Replies are addressed to the company email. The From address stays SupplierDesk so the message is delivered.

The dashboard is the home page after sign-in. It shows open checklists waiting for an approver sign-off, checklists that are signed off, how many of those are over AED 375,000, and licences or identity documents inside 30 days. Expiring soon lists the same dates for the records that person can open. Supplies flag a rolling twelve months at AED 10,000, AED 100,000, and AED 375,000.

The plan bar shows how many seats are used. A seat is used when a questionnaire is submitted. Business includes 250.

Open Questionnaire and choose Add questionnaire. Enter the supplier name and email, then Send link. The supplier completes the form in a browser. They do not create a SupplierDesk account. The link stays open for 14 days. Sending it again starts a new 14 days.

To add several at once, choose Upload questionnaires, download the Excel template, and fill an .xlsx or .csv file. The columns cover the KYS answers, TIN, and Peppol ID. Leave those columns blank to send the link. Fill them to save the answers without sending a link. Files are attached on the questionnaire after it is saved. Confirm every ready row, or only the rows you tick.

The supplier works through the KYS and VAT compliance questionnaire on one page:

1. Company information: legal name, trade licence and expiry, date of incorporation, legal form, country, licensed activities, and certifications. TIN and Peppol ID are optional. VAT is the TRN and certificate when registered, or a reason when not. Corporate tax is asked the same way. A TRN is 15 digits.
2. Authorized representative: name, designation, phone, email, whether they are a director, owner, employee, agent, or other, and their Emirates ID or passport. After submit, the expiry is copied onto the verification checklist, which is where the 30-day reminder is raised.
3. Address and place of business: registered address, operating address, an optional location map link, whether that place matches the licensed activities, and whether the address changed more than twice in 12 months.
4. Supplier risk: changes of key people, FTA compliance, supplies outside the licence, adverse media, and any intermediary.
5. Annual turnover, bank name, account holder, account number, IBAN, whether the account is with a UAE authorised bank, the mode of payment, and any request to pay a third party or a foreign account. A bank letter can be attached.
6. A declaration by the authorized signatory, with name, designation, and date.

Evidence files are PDF, JPG, PNG, or WebP, up to 10 MB each. While the link is open the supplier can view or remove a file they have just attached. The form shows your company’s letterhead. It lists the files on that submission. It does not list files your company already holds for someone else.

Each section can take a PDF with selectable text to fill only the empty fields in that section, leaving anything already typed, and that file is kept as the section's evidence, while a photo is stored but read only when text recognition is available on the server.

Submitting sets the status to Submitted. The first registered user, the person who sent the link, and anyone tagged on the checklist receive an email when they are an administrator, a procurement user, or a reviewer.

Open the questionnaire. An administrator or a reviewer then chooses one of three outcomes:

• Verify and approve. Approval sets the next review a year out.
• Ask for clarification. The same link is emailed again, the 14 days start again, and the supplier can open or remove the files already attached.
• Put on hold. The file stays in the list until you return to it.

Submitting copies the licence number, VAT TRN, TIN, corporate tax number, expiry dates, and files onto the verification checklist. Open that checklist from the questionnaire. If every seat is already full, the questionnaire is still saved and the checklist can be created after a seat is free.

Open Verification. This checklist follows the supplier verification page and the field visit record together. Your team fills it in. It does not send a link. Choose Add verification to start one yourself, or wait until a questionnaire is submitted and the answers are copied across.

To add several at once, choose Upload verifications and download the Excel template. Yes or No, Done or N/A, and OK, Issue, or N/A go in the answer columns. Dates use YYYY-MM-DD. TIN and Peppol ID are optional. Nothing is saved until you confirm the ready rows. Files are attached on the checklist after it is saved.

The checklist asks, in order, whether a check is needed, who the supplier is, where they operate, whether any red flag is present, and the extra checks for a supplier over AED 375,000. A supplier already checked within 12 months keeps the earlier form with the record. A single supply under AED 10,000 excluding VAT needs no check unless supplies from that supplier total over AED 100,000.

The field visit record covers the premises, whether the activity fits, the people on site, goods where the supply includes goods, the photos and map pin kept with the record, and the visit result. The visitor sign-off and the approver sign-off are at the end. Opening the form fills a blank date and a blank sign-off with today and the signed-in person’s name. The approver sign-off stays blank until someone writes it.

Each evidence question has a file underneath it. Preview documents opens the file for the current check beside the questions. Choose Save checklist when the page is ready. Version history sits at the bottom. An earlier version can be put back from that panel.

Your company decides whether the supplier and the supply meet FTA Decision No. 13 of 2026. SupplierDesk keeps the record of that work.

Open Supplies. This ledger is for your company. A supplier does not see it, and it is not on the questionnaire. Upload one row per supplier per month: the supplier name, the 15-digit TRN, the month, and the amount supplied that month excluding VAT. Download the Excel template first.

A row is matched only when the name and the TRN both agree with a supplier already on your list. If they are not on the list, you choose whether to add the supplier. Adding them opens a verification checklist for your team to complete. If that month is already recorded, you choose whether to replace the amount or keep it. Nothing is saved until you confirm.

Open a supplier on Supplies to see every month already uploaded. Each supplier keeps one amount for a month. Choose Edit on that row to change the month or the amount. A second row is not added for a month already there.

If a row has no TRN, choose a similar supplier name or add it as a new supplier. A TIN already on a supplier matches that supplier. The total of the last twelve months is classified when it reaches AED 10,000, AED 100,000, and AED 375,000. The same flag is on the dashboard, on the supplier when the supplier list is switched on, and on the verification checklist.

Remove hides a questionnaire or a checklist and keeps the row and the evidence file. Put it back from Archive. Read-only people do not see Archive. The version history on a checklist shows when the record was added, who changed it, and the previous and new value of each field. Phone, address, bank details, and checklist answers are marked as updated without copying those values into the history. The earlier answers can still be put back from the same panel.

Each day, SupplierDesk emails the first registered user and anyone tagged on a record they can see, when that person is an administrator, a procurement user, or a reviewer. The email covers a review date, a trade licence expiry, an Emirates ID or passport expiry, an evidence file with an expiry date, and a submission that has been waiting more than 1 day. A date inside the next 30 days is included. Each item is sent once. Changing the date sends it again. The same list is on the dashboard under Expiring soon.

An administrator opens Billing. Business is AED 2,000 a year for 10 people and 250 suppliers. It includes private file storage. A coupon reduces the price shown before payment. A workspace can use a coupon once. A larger company uses the custom package form instead of card payment.

Choosing Business opens checkout on Stripe and the year starts when the payment is confirmed. The end of the year is the date on the dashboard.

Dedicated storage is AED 600 a year, on top of the plan, and is confirmed from Billing. A company can instead connect its own S3 or S3-compatible bucket: the bucket name, region, optional endpoint, and keys. New files then go to that bucket. SupplierDesk stays on our servers either way. Billing can point new files back at the storage included with the plan.

Evidence files are encrypted before they are stored. A download link lasts five minutes, is limited to your company, and is written to the audit log. Another company cannot open the file.

Sign in with the work email and password. Remember me keeps this browser signed in. Forgot your password? emails a reset link. A person who has been deactivated cannot sign in. After several failed attempts, sign-in waits before it accepts another try. A new company that is still waiting for its plan sees Plan request after sign-in, and can read this guide from How to use in the menu.

Questions about the workspace go to legal@supplierdesk.si. The Terms, Privacy policy, and Policies sit beside this guide.