Compliance & verification
Verification and document policy
Soliden is built for cross-border agri-food trade. To protect both buyers and sellers, we maintain a verified professional profile for every company and attach compliance documents to products and orders throughout the export process.
1. Company registration
When a new company signs up, we collect basic legal and contact information about the organisation and its legal representative. This typically includes:
- • Full name of the legal representative
- • Company name
- • Full business address (country, city, postal code)
- • Professional email address
- • Business phone number
- • Type of activity (producer, importer, exporter, wholesaler)
- • Company registration number (trade register / Kbis or equivalent)
- • VAT number and intra-community VAT (for EU companies)
- • EORI number for import/export where applicable
- • Website or professional networks (optional)
Some fields are mandatory depending on the company type and country. Certain checks, such as VAT validation, may be automated through official services.
2. Documents required for account validation
To activate marketplace access, sellers and buyers must upload official documents that prove the legal existence of the company and its capacity to import or export.
- • Trade register extract (Kbis) or equivalent – used to verify the company’s registration.
- • Identity document of the legal representative – used to match the person and the company.
- • EORI number proof (capture or PDF) – required when the company imports or exports.
- • Proof of intra-community VAT – required for EU companies.
Without these documents, the account stays in “Pending validation” status and cannot publish products. Once the Soliden team validates the documents, the profile becomes “Verified” and marketplace access is enabled.
3. Product listing and compliance
When a seller lists a product (for example: round tomatoes, striped eggplant, mango Kent), they must provide both commercial details and technical data.
Required product fields
- • Product name and variety/size
- • Country of origin
- • Packaging (e.g. 5kg crate, pallet, container)
- • Quality grade or local variety
- • Availability period (harvest/season window)
- • Price (with or without VAT)
- • Incoterm (FOB, CIF, EXW, DDP, etc.)
- • Quantity available (tons, pallets, etc.)
- • Product photos
Documents per product / batch
- • Product datasheet (technical sheet with key data)
- • Phytosanitary certificate for exported batches
- • Certificate of origin (CO)
- • Quality analysis or inspection report (if available)
These documents support customs clearance and give buyers extra confidence in the product quality and traceability.
4. Documents required before shipment
When an export sale is confirmed, all compliance documents are automatically linked to the batch and available in the “Documents” area of the transaction. Depending on the route and product, the following documents may be required before shipment:
- • Proforma invoice
- • Phytosanitary certificate for the exported batch
- • Certificate of origin
- • Loading or transport document (CMR / Bill of Lading)
- • Customs declaration
- • Import licence if the destination country requires one
Some of these checks can be automated based on origin and destination: for example, if a given route always requires a phytosanitary certificate, the system will request it automatically.
5. Account and product status
User status
- • Not verified – registration done but no documents uploaded; read-only access.
- • On hold – documents uploaded and waiting for validation; no product posting.
- • Verified – all required documents validated; full marketplace access.
Product status
- • Product verified – product documents validated; product visible to buyers in the marketplace.
Status changes and document issues are shown inside the dashboard via internal notifications.
6. Document storage & security
All compliance files are stored in a secure back-office. The system keeps:
- • Core files (Kbis, EORI, VAT, phytosanitary certificates, certificates of origin).
- • Metadata such as expiry dates, countries and product types.
- • A history of document versions, linked transactions and certificates.
Documents are not public; access is restricted to the Soliden team and to the parties involved in a given transaction, where needed.