Assess existing and new suppliers
Import suppliers and purchases, confirm forecasts and start the relevant checks. New-supplier onboarding follows the same evidence process.
FOR UAE BUSINESS OWNERS · FTA DECISION NO. 13 OF 2026
Another supplier check.
Another email.
Another hour gone.
The new verification requirements bring admin that needs a home. The Supplier File is being built to organise the evidence, prepare the follow-ups and show you what needs a decision.
One-time purchase. Runs in your accounts. You stay in control.
FOUNDER VIDEO WALKTHROUGH
Meet
The Supplier File.
See how supplier requests, evidence and follow-ups come together.
Video coming soon. Explore the kit below while we prepare the walkthrough.
Explore the kit ↓BUILT AROUND TOOLS YOU MAY ALREADY USE Microsoft 365MakeOpenAI or Claude API
THE STRUGGLE
Your accountant needs the evidence.
Your team has to find it.
A document in an inbox. An unanswered request. A different supplier name on the invoice. And no clear record of who checked what.
FTA Decision No. 13 of 2026 sets out verification measures for suppliers and supplies before deduction of input tax, with applicable exceptions. It takes effect on 1 October 2026.
The practical question is how you manage that work alongside everything else.
Read the FTA decision ↗Your tax adviser should confirm how the decision applies to your business.
UNDERSTAND THE REQUIREMENT
What has changed
for your business?
FTA Decision No. 13 of 2026
Effective 1 October 2026
Who does it apply to?
Taxable persons under UAE VAT law, including those registered or required to register, when verifying supplies before deducting input tax. It is not limited to large businesses.
What needs checking?
Supplier identity, premises and risk indicators; the commercial basis, payment arrangements and circumstances of each supply. Keep supporting evidence and a policy assigning responsibilities.
Supplier checks apply at first dealings and on repeat dealings if no verification occurred in the previous 12 months. Each taxable supply also needs assessment, subject to exceptions.
Three amounts to understand
| Amount | What it means |
|---|---|
| Below AED 10,000 | A supply below this value, excluding VAT, may qualify for an exception. |
| Above AED 100,000 | That exception is unavailable if purchases from the supplier exceed this amount in the previous 12 months, or are expected to exceed it in the next 12 months. |
| Above AED 375,000 | The same rolling-period test triggers additional UAE authorised-bank confirmation and public-information review requirements. |
Summary of Articles 2–6, not a complete checklist. “Below” and “above” matter at the boundaries. Read the FTA decision ↗
What could this mean for reclaiming VAT?
Article 54(bis) of the VAT law links input-tax recovery to tax-evasion risk. The FTA must reject a deduction where the supply is connected with tax evasion and the business knew of that connection. It may reject a deduction where the business should have known.
Failing to carry out the prescribed verification can mean the business is deemed to have been required to know of that connection. A missing document does not, by itself, mean every VAT claim is automatically lost. Equally, a completed file does not guarantee recovery: other input-tax conditions still apply.
Read the UAE VAT law, Article 54(bis) ↗WHAT YOU WILL RECEIVE
A working admin routine.
In your own accounts.
A packaged set of Make automations, Microsoft 365 registers, AI instructions and setup guidance. The founding pilot helps us test the complete installation with real operators.
Approve once. Send automatically.
The kit drafts an evidence request from your dedicated mailbox and notifies the process owner. Once they approve that exact request, it is sent automatically.
Review and file incoming evidence
Supplier replies are linked to the right file. Documents are stored in your Microsoft 365 infrastructure, assessed for completeness and consistency, and flagged where human review is needed.
Follow up and escalate
Approved reminders chase outstanding evidence. If a supplier remains unresponsive, the process owner receives an escalation with the history and a suggested next step.
See the status at a glance
A dashboard in your Microsoft 365 environment shows evidence received, missing items, requests awaiting approval, overdue replies, review scores and actions assigned to your team.
Prepare your adviser’s pack
Generate an indexed pack of supplier and supply records, supporting documents, request history, review outcomes and unresolved issues for your accountant or tax adviser.
TWO WAYS INTO THE SAME PROCESS
First, assess
what you already have.
- Import your suppliers and purchase records.
- Confirm the previous 12 months of data is complete.
- Confirm expected purchases for the next 12 months.
- Review the checks required and any uncertain records.
- Start evidence requests and assign outstanding actions.
Then, assess
each new supplier.
- Record the supplier, first supply and expected purchasing.
- Prepare the applicable supplier and supply checks.
- Request evidence and review any gaps or mismatches.
- Your authorised reviewer records the decision.
- Continue checking purchases and tracking review dates.
Start with a standard export from your accounting system. The first release includes export mapping, rather than a direct accounting integration.
FROM REQUEST TO REVIEW PACK
The follow-through
is part of the kit.
- Draft → approve → sendYour process owner reviews the recipient, wording and requested evidence. Sending follows their approval.
- Receive → file → assessReplies and documents are matched to the supplier. The kit shows what is present, what is missing and what needs attention.
- Chase → escalateReminders follow your approved schedule. Non-response, delivery failures and incomplete evidence stay visible to the owner.
- Review → record → exportYour reviewer records substantive decisions. Generate the supporting pack with unresolved issues clearly identified.
An evidence score you can understand
See the proportion of required evidence received, alongside separate flags for inconsistencies, unreadable documents and checks that need human judgment. A high completeness score does not mean a supplier is approved or VAT is recoverable.
Your records. Your dashboard.
The document store and dashboard live in your approved Microsoft 365 environment. The Make and AI processing route is confirmed during setup, including any data-location restrictions.
These are the founding kit’s intended capabilities. The connected workflow is being built and tested; the page is not a claim that every integration is already live.
EXAMPLE JOURNEY · ILLUSTRATIVE, NOT A LIVE CLIENT RESULT
“The names don't match.”
Now there is a next step.
- Evidence receivedAn invoice is linked to the supplier's file.
- Issue highlightedThe invoice name differs from the recorded company name.
- Action suggestedAsk the supplier for clarification and supporting evidence.
- Decision recordedYour authorised reviewer checks the response and records the outcome.
The automation handles the preparation and record keeping. Your business and accountant make the substantive decisions.
OWNERSHIP, WITHOUT THE GUESSWORK
You own the setup.
We build the routine.
Bainna's role
Package and test the workflows, help with the agreed installation, and address product defects within the support terms.
Your team's role
Approve access and messages, confirm purchase forecasts, assess flagged issues, perform checks that need human judgment and record decisions.
This is an administration tool. It does not certify suppliers, guarantee compliance or decide whether input VAT can be recovered. Our target is to remove most routine manual work; time savings have not yet been validated.
LESS ADMIN. MORE TIME FOR THE CHECKS THAT MATTER.
The same review.
Less repetitive work.
The kit is designed to prepare requests, organise evidence and track outstanding actions, so your team can focus on decisions.
Illustrative planning estimate, not a measured customer result. The example below assumes one straightforward supplier file and one supply, readable English documents, two reminders and no complex exceptions.
| Hands-on work | Fully manual | With the kit |
|---|---|---|
| Prepare request and follow-ups | 15 min | 2 min to approve and monitor |
| File documents and compare details | 20 min | 2 min to review extracted results |
| Update records and assemble the pack | 10 min | 1 min to check the export |
| Independent checks and human judgment | 15 min | 15 min |
| Total active time | 60 min | 20 min |
40 minutes less hands-on work in this example. Around 67% less total active time, while retaining the human checks.
These are Bainna planning assumptions, not benchmarks or guaranteed savings. The example includes client review time but excludes initial setup, supplier waiting time and complex investigations. Poor data, extraction errors and extra verification add time. Pilots will measure actual end-to-end effort before we publish a proven savings claim.
Keep critical checks visible
Owner reminders, recurring-review prompts and escalations help your team act before its agreed VAT-review cut-off. The dashboard shows overdue items and how current the imported data is. Monthly reconciliation supports checks as purchases and forecasts change.
Reminders help reduce missed actions; they cannot guarantee that deadlines are met or detect purchases that have not been imported.
Document the basis for your VAT review
Verification under Decision 13 is required before input-tax deduction, subject to its exceptions. Under Article 54(bis), deductions can be rejected where supplies are linked to tax evasion and the business knew or should have known. Failure to verify can affect that assessment.
A missing document does not automatically invalidate every claim, and using the kit does not guarantee recovery. Your accountant or tax adviser confirms eligibility. FTA Decision 13 · VAT law, Article 54(bis)
HELP SHAPE THE FIRST RELEASE
Join the
founding pilot.
For the first three suitable businesses, with assisted setup and a bounded pilot to test the workflow together.
- The Supplier File automation kit
- Assisted setup for the supported configuration
- A pilot covering 10–25 suppliers and 30–100 purchase records
- Setup guidance and agreed pilot support
- Your feedback used to improve the first release
FOUNDING PILOT · ONE-TIME PAYMENT
AED 1,499
Join the founding pilot · AED 1,499 ↗Speak to Bainna before buying ↗
Pay securely with Stripe. No prior suitability confirmation is needed to purchase.
Your software subscriptions and API usage are separate. This is a founding pilot in development, with assisted setup rather than an instant download.
Not a good operational fit? A full refund.
We will assess your setup for the founders trial. If your business is not a good operational fit, we will refund your founding-pilot payment in full.
The refund covers the AED 1,499 paid to Bainna. Separate third-party software and API charges are not included.
Planned standard offer after the pilot:
DIY: AED 2,499
Installed & configured: AED 7,499, including the kit.
Subject to release and confirmed compatibility.
OPTIONAL UPDATES & CARE
Keep your kit
up to date.
Your one-time purchase includes the supplied version. Add an optional plan for future regulatory, evidence-template and supported-platform updates. The kit remains usable if you choose not to renew.
DIY Updates
AED 149 / month
12-month commitment · AED 1,788 total
Or AED 1,490 paid annually
Save AED 298, equivalent to two months.
- Updated rules, evidence templates and workflows
- Change summaries and installation guidance
- Update-related questions
- You apply and test the updates
Installed Updates & Care
AED 349 / month
12-month commitment · AED 4,188 total
Or AED 3,490 paid annually
Save AED 698, equivalent to two months.
- Everything in DIY Updates
- Updates applied to your supported configuration
- Testing when an update is installed
- Update-related installation support
Optional, with no automatic enrolment. Monthly payments are instalments of a 12-month commitment, not a cancel-anytime plan. Coverage starts on kit delivery or accepted installation; founding-pilot coverage starts after pilot acceptance.
We confirm scope and timing for each update after assessing the change. Custom integrations, data clean-up, ongoing supplier reviews, unlimited support and substantial new functionality are excluded. You keep your purchased kit and updates already supplied when coverage ends. Renewal and cancellation terms will be provided before you enrol, with advance notice of renewal and any price change.
Discuss Updates & Care on your fit call ↗FIND YOUR STARTING POINT
Will it work
with your tools?
Start with a few details about your setup. If your IT team controls access, we will check suitability together before you buy.
This check runs in your browser. It does not submit your answers or request access to your accounts.
BEFORE YOU DECIDE
A few sensible questions.
What will I actually receive?
A practical automation kit to run in your own accounts. The planned package includes:
- Ready-to-import Make workflows for supplier assessment, evidence requests, approval before sending, reminders and escalation.
- Microsoft 365 templates for supplier and transaction registers, evidence folders, a status dashboard and a record of your team's actions.
- Import templates and a mapping guide for your supplier list and accounting purchase export, with rolling 12-month reviews and new-supplier onboarding.
- AI instructions and evidence-request templates to review submitted documents, flag gaps or inconsistencies and suggest actions for your reviewer.
- An adviser-pack export to bring together evidence, request history, review decisions and unresolved issues.
- A setup guide and test examples to help you connect your accounts and check the workflow before using real supplier records.
DIY: you install and configure the kit using the guide. Installed: Bainna configures the agreed supported setup in your accounts and walks you through it. Founding pilot: you receive the developing kit with assisted setup and a bounded trial; we agree delivery timing, scope and support during onboarding. It is not an instant download today.
The first version uses Make, Microsoft 365 and an OpenAI or Claude API account. Third-party subscriptions and usage charges are separate. Your team retains responsibility for human checks and decisions; future updates are available through the optional Updates & Care plan.
Is this another monthly software subscription?
No mandatory Bainna subscription. You buy the kit and run it using your accounts. Microsoft 365, Make and your AI provider may have their own subscription or usage charges.
Can I use the tools I already pay for?
The first configuration is Make and Microsoft 365, using an OpenAI or Claude API account. Your plan must support the required connections and permissions. Existing ChatGPT, Claude or Copilot chat subscriptions do not automatically cover API usage.
Does all my data stay in the UAE?
That depends on the selected accounts, services and settings. UAE document storage alone does not establish where automation, AI processing, logs or backups run. Businesses with location restrictions should book a fit call before purchasing.
Does the kit decide which records need checks?
It is being designed to apply a reviewed rule set to your supplier and purchase data, using both previous and expected next-12-month purchasing. It will distinguish verification candidates, possible exceptions and records it cannot assess. Your reviewer confirms the outcome, especially where information is missing or a transaction does not represent a single supply.
Can my IT team speak to you first?
Yes. Choose the IT-managed or restricted-access option above and book a call. Invite your IT colleague so we can assess permissions, data flow and product fit before payment.
Will it replace my accountant or make compliance decisions?
No. It prepares and organises the administrative work. Your authorised team and adviser assess suppliers and supplies, confirm applicable requirements and make tax decisions.
What evidence and checks will be required?
The checklist depends on supplier type, the supply and the applicable thresholds. It can include incorporation records, valid representative ID, premises evidence, risk explanations and supporting commercial/payment records. Individual suppliers require identity evidence and a recorded meeting; above the relevant threshold, bank-issued confirmation and public-information review are required.
Practical supporting records may include contracts, invoices and delivery or service-acceptance records. Not every document is needed for every supplier. Your adviser confirms the applicable checklist. Read the FTA decision.
Which checks can be automated, and which need a person?
The kit prepares: approved requests and reminders, document filing, field extraction, date/name comparisons, rolling-threshold calculations from supplied data, missing-item alerts and evidence packs.
Your reviewer confirms: forecast assumptions, independent register checks where no permitted integration is available, identity and authority, genuine premises, commercial rationale, payment explanations and the outcome of conflicting evidence. Your accountant or tax adviser determines VAT treatment. An AI extraction is not proof of authenticity.
Does importing old purchases mean we must recheck every historic transaction?
Historical purchases inform rolling supplier totals. Importing an old transaction does not automatically mean retrospective verification is required. Your adviser confirms the relevant dates and scope. Supplier files are uploaded within your customer-owned kit, not to this public website.
What happens if there is missing information?
The kit will keep the issue open, show the available evidence and suggest a next action. Approved reminders chase missing items; continued non-response triggers an escalation to the process owner. Failed checks and unreadable documents remain visible on the dashboard.
Can I buy before a fit call?
Yes. The founding-pilot payment link is available directly on this page. If your business is not a good operational fit for the founders trial, we will refund the AED 1,499 paid to Bainna in full. If your technology is restricted or IT-managed, we recommend a call first.
Is the product ready today?
The founding version is in development. The pilot tests the end-to-end workflow and installation before a wider release. We confirm delivery timing, scope and support as part of pilot onboarding. If your business is not a good operational fit for the founders trial, we will refund your founding-pilot payment in full.
Do I get lifetime updates and support?
The proposed purchase covers use of the version supplied. It does not include indefinite compatibility updates or ongoing support. Optional Updates & Care plans provide ongoing coverage under a 12-month commitment. They are separate from the kit purchase and are not automatically added to checkout.