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Overview

Matproof sends ESRS-aligned questionnaires to your suppliers and collects the responses automatically. Suppliers respond via a simple web portal — they don’t need a Matproof account.

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Setting up supplier questionnaires

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1. Import your supplier list

Go to CSRD → Suppliers → Import. Upload a CSV with columns: 
company_name, contact_email, contact_name, spend_category, country, tier
Or add suppliers manually one by one.

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2. Categorize suppliers

After import, categorize suppliers by:
  • Tier (Tier 1 = direct, Tier 2 = indirect)
  • Spend category (e.g., raw materials, logistics, IT services)
  • Risk level (high, medium, low) — Matproof pre-fills based on country and sector
This determines which questionnaire template is sent.

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3. Select questionnaire templates

Matproof includes pre-built templates mapped to ESRS:
TemplateCovers
Standard ESRSAll material ESRS topics, general
Scope 3 emissions (E1)GHG data, energy consumption
Labour practices (S2)Working conditions, wages, safety
Business conduct (G1)Anti-corruption, ethics
Full ESRS packAll of the above combined
You can also create custom templates in the questionnaire builder.

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4. Send questionnaires

Select suppliers and click Send questionnaire. Matproof:
  1. Generates a unique secure link for each supplier
  2. Sends the invitation email from your domain (or matproof.com)
  3. Tracks open and completion rates
  4. Sends automated reminders (configurable: 7, 14, 21 days)

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5. Monitor responses

Track response status in the Response Dashboard:
  • Not opened
  • In progress
  • Submitted
  • Validated ✓
Matproof automatically validates submitted data for:
  • Required fields completion
  • Data format (e.g., emissions in tCO2e)
  • Out-of-range values (flags unusual numbers for review)

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Supplier experience

Suppliers receive an email with a link to a branded questionnaire portal. They can:
  • Complete the form in their own language (EN, DE, FR, ES, IT, NL)
  • Save progress and return later
  • Upload supporting documents
  • Ask clarifying questions via the portal
No account creation or software installation required.

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Data validation and follow-up

After submission, you can:
  • Approve the response as-is
  • Request clarification — sends the supplier an email with specific questions
  • Reject and ask for resubmission
All communication is tracked in the audit log.

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Export and reporting

Collected data feeds directly into:
  • Scope 3 calculations (for E1 data)
  • ESRS data point mapping
  • Your CSRD report export
You can also export raw supplier responses as CSV or Excel for external reporting tools.