I developed a web application for IBEROCEBOLLAS focused on the automation of food contracts, with the aim of centralizing in a single platform the creation of contracts, the signing of suppliers, document traceability and registration in AICA/RCA.
Until then, the process involved working with separate documents, signatures, communications, and checks. The project's goal was to convert that entire workflow into a single, controlled digital file.
A single workflow to manage each contract
The application allows you to manage the complete cycle of a food contract:
Supplier → contract → signature → review → AICA registration → receipt
Each file gathers the supplier's data, the different versions of the document, the signatures, the communications made, the statuses of the process and the result of the registration.
In this way, the company can know at all times which contracts are pending signature, which need review, and which have already been registered.
Contracts generated from within the application itself
One of the important aspects of the development was adapting the tool to the actual way IBEROCEBOLLAS works.
Instead of using a form completely separate from the document, the application allows you to fill in the data on a representation of the contract itself.
The user enters information such as:
- supplier;
- representative;
- dates;
- product;
- quantities;
- price;
- conditions of the operation.
Based on this data, the system automatically generates the contract in PDF format and prepares the file to continue with the signing process.
Sign from your mobile
The provider does not need to install any application or create an account.
You will receive a private link via email or SMS and can open the contract directly from your mobile browser, review its contents, and sign it.
Once the process is completed, the application generates the signed document and adds it to the corresponding file.
This approach simplifies the process for suppliers who do not routinely use complex digital tools.
Traceability and evidence
The automation of food contracts It's not just about generating PDFs.
The system retains information about the entire process, including:
- contract prepared;
- signed contract;
- signatures;
- dates and states;
- communications;
- audit events;
- digital fingerprints of documents;
- operations carried out with AICA;
- registration receipts.
The documents are stored privately and accessed from within the application itself.
Integration with AICA and RCA
Another key part of the project was the integration with the Food Contracts Registry through AICA.
When a contract needs to be registered, the application can perform the process from the file itself, avoiding having to download documents and manually repeat the information in another system.
The integration includes:
- authentication;
- producer management;
- sending the signed contract;
- response processing;
- storage of the obtained reference;
- preservation of the receipt;
- error management.
In addition, the system differentiates between primary producer suppliers and other suppliers, allowing for automated submission to AICA when appropriate.
Automation with human review
Although part of the process is automated, a review phase is maintained before completing certain operations.
The application is designed to prevent duplicate submissions, detect errors, and manage results that require manual intervention.
You can also send email notifications when a contract is successfully registered or when there is a problem.
Thus, automation reduces repetitive tasks without losing control over the process.
Technology used
The application is developed with a simple and maintainable architecture:
PHP 8.2+ · MariaDB · PDO · JavaScript · Dompdf · PHPUnit · REST APIs · Email · SMS
A modular web application was chosen, without introducing technologies unnecessary for the problem that had to be solved.
Security measures such as HTTPS, CSRF protection, prepared queries, private document storage, auditing, and separation of credentials from code were also implemented.
Result
The application is currently in production and centralizes the IBEROCEBOLLAS contracting process in a single tool.
The project made it possible to transform a process distributed among documents, signatures and different systems into a traceable and automated digital flow.
Furthermore, this experience gave rise to ConectAICA, a project designed to bring this same approach to other companies in the agri-food sector.
More information: https://conectaica.es/
