Rail Freight

Inspection Certificates: From Manual Paperwork to Automated Compliance

Transform inspection data into trusted master data — in real time, without manual work.

Read the case

CHALLENGE

Managing inspection certificates for industrial assets like ISO tanks is mandatory but messy:

Certificates arrive as signed PDFs via email from multiple inspection bodies.
Staff spend hundreds of hours per year manually opening emails, downloading certificates, checking details, and retyping critical fields like next inspection dates.
Human errors creep in: wrong IDs, mismatched tank types, and outdated inspection data end up in your ERP.
Inconsistent master data causes compliance gaps and hidden risks — from blocked shipments to severe safety incidents.
Over-inspections happen unnoticed, driving up unnecessary costs and supplier invoices.

In short: manual certificate handling drains time, causes mistakes, and leaves companies exposed to compliance risks and hidden costs.

The ovinto solution

Ovinto transforms inspection compliance from a paper chase to a real-time, digital backbone.

Connect: Ovinto links directly to inspection bodies (e.g. Bureau Veritas) and retrieves both the legally required signed PDF and all structured data behind it.
Orchestrate: It automatically updates your ERP master data with every field — from tank ID and inspection date to tank type and detailed status — no more manual retyping.
Deliver: Ovinto continuously cross-checks incoming certificates against your existing data. Any mismatch triggers instant alerts — ensuring your tanks are properly typed, compliant, and ready to ship safely.

Configured for you. No IT involvement necessary.

Results & Benefits

Visibility

Real-time overview of all inspection certificates and their next due dates.
Centralized access to legally valid signed PDFs and all inspection data.
Full audit trail for regulators and stakeholders.

Insights

Automatic detection of mismatches (e.g. T11 tank incorrectly marked as T14) before accidents happen.
Reports show over-frequent inspections or hidden cost drivers — helping cut unnecessary supplier spend.

Control

80% less manual work for staff — no more copy-pasting from emails.
Continuous compliance with inspection cycles and legal standards.
Rapid onboarding — no big IT project needed.

“We used to spend days processing thousands of certificates. Now Ovinto connects directly with our inspection bodies, updates our master data automatically, and flags any inconsistencies immediately. Zero manual errors, zero surprises.”

Operations Manager, Leading Petrochemical Shipper