Intelligent document management
of subcontractors

More than 30 document types in three categories. Company: license, permanent certificate, insurance (AT and RC), SS and AT declarations, TSU documents, working hours, criminal record, among others. Worker: citizen card, medical fitness form, PPE registration, SS registration, training certificates, residence permits, passport, employment contract, criminal record. Equipment: declaration of conformity, maintenance plan, insurance, DL 50/2005 verification, operator certificate. The list of mandatory documents is configurable at three levels: global, per subcontractor and per project.

The system automatically detects when a PDF contains multiple document types (for example, an aptitude form and an identity card scanned together). Separates the file by pages, classifies and processes each document individually.

Yes. FermiObra integrates with Microsoft 365 (Outlook) and Gmail. The system automatically checks the inbox, identifies the subcontractor by email address, and processes attachments. Emails from unknown senders are queued for manual assignment.

Final approval always comes from your team — it’s a human decision, not an automatic one, and no document becomes compliant without that approval. What changes is the effort: the AI ​​classifies the document, extracts the fields and cross-validates, leaving everything pre-populated. The validation panel shows the PDF on the left and the extracted data on the right, with inconsistencies highlighted. The team corrects whatever is necessary and approves it in two clicks.

Yes. The system detects exact duplicates (same file) and semantic duplicates (same worker, same type of document, similar validity). It also detects when the same worker appears at different subcontractors and allows you to copy portable documents (such as an aptitude sheet or identity card) between subcontractors, avoiding repeated orders.

Yes. The system has three configuration levels: global requirements (applied to all works), requirements per subcontractor (customizable per company) and requirements per work+subcontractor (for specific adjustments). Public works automatically add criminal records for companies and partners. The compliance percentage is calculated based on these requirements.

Yes. When a worker is marked as a foreigner, the system automatically adds additional requirements: residence permit, passport and employment contract. AI extracts and monitors expiration dates and alerts the subcontractor before expiration.

Yes, in the heaviest part: the documentary. FermiObra maintains control of documents with version history, the record of workers' skills (training, aptitude sheets) and the compliance of subcontractors, with an audit record of all actions — exactly the evidence that covers clauses 7.5, 7.2 and 8.1.4 of ISO 45001/9001. It is important to be clear: FermiObra does not issue certificates or guarantee approval in public tenders. Certification comes from your organization and an accredited body, and an audit evaluates the current implementation, not just the documents. What we do is make the documentation ready for audit at any time.

FermiObra has the sector's rules already incorporated. The validity of the medical fitness form is calculated according to the worker's age, proof of TSU/DMR is processed on a monthly basis, and insurance is validated by crossing the policy with the respective receipt. The system also cross-validates documents — dates, CAE and coherence between related documents — highlighting inconsistencies before approval.

Yes. FermiObra generates a QR Code per worker and provides an API that connects to the turnstile or access control supplier's system, so that only those with valid documentation can enter the site. Furthermore, the system sends an email the day before with the list of workers able to enter the following day, avoiding travel for those who cannot start work.

Yes. You paste the day's attendance list and the system immediately returns the compliance status of each worker — who is eligible, who has expiring documentation and who has missing or unvalidated documents.

The system sends automatic reminders. If the subcontractor does not respond within the configurable deadline (by default, 7 days), it sends an escalation alert. Reminders continue until resolution, without team intervention.

Typical implementation takes between one and two weeks, including setting up works and subcontractors, defining mandatory documents, importing existing data and training the team.

Yes. The dashboard is responsive and works on mobile phones. The team can check the compliance status per project, check for missing documents and even photograph documents directly with the cell phone camera for upload.

Yes. Each client has its own isolated database. The system records all actions (uploads, validations, changes) in an activity history for auditing. Access is controlled by role: administrators, validators and consultation only.

Yes. Each customer has their own isolated database, in compliance with the GDPR, and access is controlled by role. Documents can also be automatically exported to your own Google Drive or OneDrive, leaving a copy under your control.

Yes. We provide a pilot phase with a limited set of subcontractors to validate the system before a full contract. Talk to us to understand how to structure the pilot.

No. FermiObra works with a monthly subscription, with no minimum commitment. You can cancel at any time with 30 days notice.