Supplia

Every supplier, contract and certificate in one register, with each renewal on a radar, in your calendar and, when you switch reminders on, in your inbox before it rolls over — bought once, for the whole team.

The problem it solves

Most small businesses can't answer two simple questions on the spot: who are all our suppliers, and which contract renews or expires next? The answer is scattered across inboxes and a spreadsheet nobody maintains — so an auto-renewal you meant to cancel rolls over, or a contract lapses at the worst possible moment. Procurement SaaS solves this, then bills every month for what is fundamentally a register with a calendar.

• Auto-renewals that roll over because nobody was watching the date
• Contracts that lapse because the reminder lived in one person's head
• A monthly subscription for what is a supplier list and a set of dates

Every feature

• The signed contract lives in the register. Upload the signed PDF onto the contract record — checked by the file's bytes, capped at 10 MB, served only to signed-in staff — so the renewal alert and the document it is about are finally in one place.
• A renewal calendar you subscribe to. Contract end dates and notice deadlines as a token-guarded .ics feed your calendar polls — the URL is the credential, stored hashed, revocable the moment it should stop existing, and it carries no values or contact details.
• Vendors by category. Organize suppliers by category — IT & Software, Facilities, Professional, Supplies, Logistics, Marketing, Utilities — each with contact, status, and notes.
• Contracts per vendor. Track each contract's start, end, and renewal dates, its value in exact cents, payment terms, an auto-renew flag, a notice period with its last day to give notice, and the signed document itself or a link to it.
• Status that can't go stale. Every contract's status — Active, Expiring, Expired, or Closed — is derived from its end date versus today, so it is always current without anyone touching it.
• Date-math alert board. Upcoming renewals and expiring or expired contracts surface in configurable 60/30/7-day windows, all computed exactly and DST-safe.
• Committed spend by category. Total committed contract value rolled up by category, summed in PHP as integer cents — never a lossy SQL SUM — so the figure always reconciles.
• Per-vendor PDF + hardened CSV. A dependency-free PDF summary of any vendor's full contract list, plus a formula-injection-hardened CSV export of all contracts or a single vendor's.
• Installable mobile app (PWA). Add it to a phone or tablet home screen straight from the browser — a full-screen app served from your own server, with no app store involved. Business data is not stored offline on the device; what you see is read live.
• Vendor documents that expire. Insurance certificates, licenses, certifications, NDAs and tax forms on the vendor's file, each with an expiry date on the radar, in the calendar feed and on the vendor scorecard.
• Reminders that go out. Switch them on and Supplia emails a reminder before each contract's last day to give notice (or its renewal or end date), 90, 60, 30 and 7 days before unless you change the steps. Each contract can name its owner's email or a shared inbox, so a reminder never leaves with one person. Preview today shows exactly what goes out.
• Search inside your contracts. One search across contracts, suppliers and the words inside every stored PDF, with the passage it was found in. No outside service reads your files.
• Fill in the dates from the contract. Switch on reading with your own AI key (OpenAI, Anthropic or your own Ollama server), and "Read the key dates" proposes the dates, notice period, value and terms on the contract form for you to check. Nothing is saved until you do.
• Reminders that do not leave with one person. Switch on the team copy and every reminder that goes to a contract's owner also goes to your team address, so a notice deadline is not missed because someone is away or has left.
• Certificates that do not lapse unnoticed. Each supplier's page lists its insurance certificates, licenses and certifications with their expiry dates; switch on the reminder and each one gets an email before it lapses, on the same schedule as your contracts, and shows on the radar's next 120 days.
• Updates from inside the app. The Updates page installs a new release with your license key: Ownware's signature is checked, a backup is taken first, and the app puts the previous version back by itself if the update is interrupted or the database step or start-up check of the new version fails. It never checks by itself.
• Backups by themselves. Automatic backups, an optional copy to S3-compatible storage you own, and a weekly check that the latest backup reads back. The Health page names anything that needs attention.
• Own It 4.0.1 — fixes and an up-to-date manual. For Supplia, 4.0.1 fixes an installer that had lost its styling and a command-line update that ended in an error after putting the previous version back. Its manual, FAQ and QUICKSTART now cover everything 4.0 added, including two Nginx rules that keep the data folder private. Your license covers it: press Check for updates on the Updates page, or download it from your order page.
• Own It 4.0.2 — the installer opens on every host. For Supplia, 4.0.2 fixes a fresh install on an Apache host: the one-page setup at /install/ looped back to itself and never opened, and now it opens. Your license covers it: press Check for updates on the Updates page, or download it from your order page.

Release notes in full

• Own It 4.1: client installations and your other tools. For Supplia, 4.1 makes two changes that every app gets. An Extended license bought from October 4, 2026 covers up to ten client installations, one per client project: hand each one over to the client or host it for them, with the client's logo and colors from the app's branding settings. The API reference now shows how to connect Supplia to Zapier, Make or n8n, using its own webhooks and API key. Your license covers the update: press Check for updates on the Updates page, or download it from your order page.
• Own It 4.0: it updates and backs itself up. For Supplia, 4.0 means updates from inside the app: the Updates page checks for a new release with your license key, verifies Ownware's signature, takes a backup and puts the previous version back by itself if the update is interrupted or the database step or start-up check of the new version fails. A new install can start with a sample business and remove it in one click; backups run by themselves, with an optional offsite copy and a weekly check that the latest one reads back; and the Health page says whether the install is looking after itself.
• Own It 3.3: nothing lapses unnoticed. This release widened what Supplia watches. Each supplier's page lists its insurance certificates, licenses and certifications with their expiry dates, and when you switch the reminder on, each one gets an email before it lapses. Switch on the team copy and every reminder that goes to a contract's owner also goes to your team address, so a deadline is not missed because someone is away or has left.
• Own It 3.2: reminders that reach you. This release put Supplia's dates in your inbox: switch reminders on and it emails before each contract's last day to give notice, or its renewal or end date. One search now reaches the words inside every stored PDF. With your own AI key, "Read the key dates" proposes the dates and terms on the contract form for you to check.
• Own It 3.1: it writes to the people you serve. The 3.1 wave gave the catalog a way to reach the other side of the transaction: counterparty email through your own SMTP server, calendar feeds your own calendar subscribes to, attachments filed where the paperwork belongs, and export presets other people's software imports. Each outbound feature ships switched off and runs on your own credentials; a failed send is recorded, and the action that triggered it stands. What this app gained is listed at the top of this section.
• Own It 3.0: works for your AI, not just for you. Over one MCP route an assistant can list suppliers, read a full vendor file, check document expiry and roll up spend — writing exists too and says so in its own description, and a viewer cannot reach a writing tool through the API or MCP.
• Own It 2.0: API, 2FA, backups, dark mode. Supplia 2.0 adds the 2.0 owner layer. Upgrade by replacing the files — the database migrates itself, and it is still the same one-time purchase.