Automating ESG Questionnaires: How Companies Can Achieve an EcoVadis Gold Rating in Less Than 10 Minutes

Sustainability managers are having to deal with an increasing number of ESG questionnaires and ratings: EcoVadis, CDP, SAQ 5.0, customer inquiries, and bank questionnaires. What used to be a once-a-year task is now part of everyday life and starts all over again each time: searching for data, coordinating with colleagues, drafting responses, and compiling supporting documents. After several days, the questionnaire can finally be submitted.

In this article, learn how you can almost completely automate the process of completing ESG questionnaires and thereby improve your rating.

Why ESG Questionnaires Take So Much Time

The problem is rarely answering individual questions, but rather establishing a structured and auditable process.

Typical workflow in practice: A questionnaire arrives. Then the search begins for the latest sustainability report, the current supplier policy, and the previous year’s energy consumption figures. Who can provide the data? What answers did we provide in the last EcoVadis questionnaire? Are those answers still up to date?

The results are often:

• Inconsistent responses because different people are using different versions of a document
• Missing documentation that leads to follow-up questions during audits
• Significant coordination efforts across departments and locations
• Duplication of effort, because similar questions have to be answered anew each time

All of this must be handled in addition to day-to-day operations. This often results in a structural overload not only for sustainability managers but also for their colleagues in supporting roles.

What’s Important When Automatically Completing Surveys

Automation does not mean generating generic responses using AI, but rather creating precise and verifiable suggested responses based on a verified knowledge base.

A good system for automating ESG questionnaires should:

• Existing documents as a source of knowledge (e.g., sustainability reports, guidelines, code of conduct, questionnaires, and compliance documents)
• Include sources in your answers so that every statement is verifiable and audit-proof
• Map out an approval workflow so that suggested responses can be reviewed in a structured manner
• Learn from past questionnaires so that the knowledge base for future answers is continuously improved
• Identify gaps in order to expand the database and documentation in a targeted manner

Real-World Example: EcoVadis Gold in Less Than 10 Minutes

The best way to test a product is to try it yourself. We used AI Forms to fill out our own EcoVadis questionnaire—with great results:

• 90% of the questionnaire was filled out automatically
• The draft was prepared and submitted in less than 10 minutes
• Result: Gold Rating from EcoVadis

Searching for data, reconciling it, formulating it, and verifying it: What would otherwise have taken days became a clearly structured process requiring minimal manual effort.

Who benefits most from AI Forms?

ESG questionnaires and ratings apply to companies of virtually all sizes as soon as they are integrated into the supply chains of larger companies or require capital from banks and investors.

The following groups will benefit the most:

• Sustainability managers who are responsible for coordinating and responding to questionnaires and ratings
• Compliance managers who must ensure consistent, verifiable communications with external stakeholders
• Technical contacts from Production, HR, or Purchasing who provide data on an ad hoc basis and, thanks to pre-filled suggestions, only need to review the information rather than rephrase it

Step by Step: How AI-Powered Answering Works

• Step 1: Import the questionnaire
  Excel, PDF, or Word files can be uploaded directly. The system automatically recognizes the structure.
• Step 2: AI Generates Answers
  Based on the stored documents, the system generates suggested answers with precise citations, including page numbers.
• Step 3: Review and Approve
  Assigned users review the suggestions, make adjustments, and approve them. The final decision always rests with the team.
• Step 4: Export or Submit Directly
  The completed questionnaire is exported in its original format or submitted directly to the rating provider.
• Step 5: The database learns as you go
  Every completed questionnaire improves the foundation for the next request. The system also shows where gaps still need to be filled.

Conclusion: Automating ESG questionnaires isn’t a convenience—it’s a necessity

The number of incoming ESG inquiries is not going to decrease. Regulations such as the CSRD, growing supply chain requirements, and rising investor expectations are leading to a significant increase in workload. Companies that continue to process ESG questionnaires manually are tying up resources that are needed for transformation.

AI-powered automation is already significantly reducing your workload today.