80%+ vendor emails auto-classified
Inbound vendor email gets triaged and routed automatically. Noise filtered (30-35%). Actionable items go to the right workflow without a human reading every message.
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Vendor Ops
Vendor Ops is a pre-built operations system for vendor management. Email triage, PO tracking, replacement processing, vendor follow-up, carrier sync, billbacks: all running on your existing NetSuite. Bundled UI, dashboards, AI agents, and integrations. Deployed in weeks with our solutions team.
What changes
Days → hours on stalled approvals
Replacement and refund workflows that used to bottleneck on vendor response now auto-approve qualifying cases and chase the rest with SLA-aware cadence.
Real-time PO tracking, not weekly batch
Carrier APIs (UPS, FedEx) feed the ERP continuously. Late POs surface immediately, customer notifications go out proactively.
Skills inside
Each skill is an agent workflow you can enable per case type, per confidence threshold, per team.
| Skill | What it does | Status |
|---|---|---|
| Email triage | Classify inbound vendor emails. Filter noise. Route actionable items. | live |
| Data extraction → ERP update | Extract ESDs, tracking, BOLs from unstructured emails. Match to PO. Update ERP. | live |
| Replacement processing | Check vendor rules. Auto-approve qualifying cases. Route others for vendor approval with photos. | live |
| Late PO management | Monitor POs past ESD. Pull carrier tracking via API. Flag delays. Auto-chase vendors. | live |
| Vendor follow-up & escalation | SLA-based chase cadence. Configurable per vendor tier. | live |
| Carrier tracking sync | Real-time tracking from carrier APIs into ERP. Replace manual batch. | live |
| Customer notifications | Proactive delay alerts, shipping updates, replacement status. | soon |
| Return/refund processing | Check eligibility, get vendor approval, process refund, update ERP. | soon |
| Invoice reconciliation | Match vendor invoices to POs. Flag discrepancies before payment. | soon |
| Billback identification | Detect SLA failures eligible for vendor billbacks. Calculate amounts. | soon |
| Vendor compliance | Monitor adherence to playbooks. Flag non-compliance. Automate onboarding. | soon |
| Phantom inventory detection | Pattern detection: vendors accepting POs they can't fulfill. | soon |
Dashboards
- Vendor performance scorecards (on-time rate, response time, defect rate)
- Late PO real-time tracker
- Email processing metrics (volume, auto-resolved %, escalation rate)
- Case aging by vendor, type, status
- SLA compliance heatmap
- Billback summary
MiniApps
- Replacement approval queue (human review for low-confidence cases)
- Vendor scorecard viewer (per-vendor deep dive)
- Late PO action center (prioritized list with recommended actions)
Connected systems
| System | Purpose | Status |
|---|---|---|
| NetSuite | ERP for POs, cases, vendor records, inventory | live |
| EDI 850/856 | Purchase orders, advance ship notices | live |
| UPS / FedEx | Carrier tracking, shipment status | live |
| Vendor email | Inbound/outbound via Cali | live |
| SAP / Oracle | ERP | soon |
You control progression
Every team starts in shadow mode and graduates as confidence is earned. Thresholds configurable per workflow.
- Stage 1
Shadow
Agents process every email and propose decisions, but don't act. Humans review all output. Confidence baseline established.
- Stage 2
Assisted
Agents act on high-confidence decisions. Medium and low confidence routed to humans. Most teams stay here for 4-6 weeks.
- Stage 3
Autonomous
Agents act on high and medium confidence. Only low-confidence decisions reviewed.
- Stage 4
Fully autonomous
Agents handle 80%+ end-to-end. Humans see only exceptions and escalations.
Deploy Vendor Ops on your stack
Onboarding takes 2-4 weeks. We work with your ops team to configure skills, set thresholds, and graduate to autonomous mode.