Suppliers on time, invoices that match.
Your agent prepares each purchase order from your price lists, chases the suppliers who do not confirm or run late, and every afternoon checks what arrived and what you were invoiced against what you ordered. Sending and paying stay with you.
- Works from your supplier emails
- Never sends an order or pays on its own
- Late orders on your desk at 9:00
Open and late orders, last 8 weeks
Late orders halved since every unconfirmed order gets a reminder after 2 working days.
Waiting for your yes3
- Purchase order PO-0418
Brightline Packaging: 12 lines, $2,960 + VAT. Kraft boxes up 4% vs last order, flagged.
Approved. The email goes to the supplier now; payment stays with you.Declined. The agent notes why. - Reminder
Greenleaf Mills has not confirmed PO-0411 in 2 working days. Short email asking for a date.
Approved. The email goes to the supplier now; payment stays with you.Declined. The agent notes why. - Credit note request
Invoice 2291 charges 50 units, 44 arrived. Ask Fernwood Tea for a $132 credit note.
Approved. The email goes to the supplier now; payment stays with you.Declined. The agent notes why.
Late or unconfirmed
| Order | Supplier | Problem | Next step |
|---|---|---|---|
| PO-0411 | Greenleaf Mills | Not confirmed, 2 days | Reminder ready |
| PO-0402 | Bluebird Co | 3 days past confirmed date | Ask new date |
| PO-0399 | Juniper Labs | Partial delivery | Waiting for rest |
| PO-0407 | Fernwood Tea | Price change notice | Your decision |
Held for you, not for the agent
- Invoice 2288 · Bluebird Co16:04You pay it
- Price change · Fernwood Tea16:05+5% on 3 items
Ordered, received, invoiced
| Invoice | Ordered | Received | Invoiced | Result |
|---|---|---|---|---|
| 2291 | 50 | 44 | 50 | Ask for $132 credit |
| 2288 | 120 | 120 | 120 | Ready to pay |
| 1043 | $740 | $740 | $794 | Shipping not agreed |
| 1039 | 30 | 30 | 30 | No VAT: reverse charge |
What it compares on every line
- QuantityWhat you ordered, what the delivery note says, what is invoiced.
- PriceAgainst the supplier's price list and your last purchase.
- ExtrasDiscounts, shipping and VAT, including EU reverse charge.
- PaymentIt marks what is ready to pay. Paying is yours.
On-time deliveries by supplier, last month
Bluebird Co was late on 4 of 14 orders. Worth a talk, or a second supplier.
Scorecard, 1st of the month
- Bought$31,240 before VAT across 9 suppliers.
- Complete96% of units delivered in full.
- Prices3 price rises above 3%, all flagged before ordering.
- ReviewBluebird Co (late) and Fernwood Tea (price).
Your purchasing, before and after.
You today
- Copy lines from a spreadsheet into an email for every order.
- Find out a supplier is late when the shelf is empty.
- Pay invoices without checking what really arrived.
- Never sure which supplier is worth keeping.
With your purchasing agent
- Purchase orders prepared from your price lists, ready to send.
- Late and unconfirmed orders every morning, with the email drafted.
- Every invoice checked against the order and the delivery note.
- A scorecard per supplier on the 1st of every month.
Its jobs, on a schedule.
It arrives with these jobs ready. Change any time, rule or channel before it starts.
- Weekdays · 9:00
Supplier follow-up
Reads confirmations, shipping notices, date and price changes in your inbox, updates the purchase log and drafts reminders for orders unconfirmed after 2 working days.
- Weekdays · 16:00
Invoice check
Compares ordered, received and invoiced for quantity, price, discount, shipping and VAT, and drafts the credit note request when they differ.
- 1st of the month · 9:30
Supplier scorecard
On-time deliveries, units delivered in full, price changes and incidents per supplier, with the two or three worth reviewing.
- When a restock is approved
Purchase orders
Builds each order from the price list with minimums, case sizes, VAT and total, flags prices up more than 3% and drafts the email to the supplier.
What it never does without you.
These always wait for your yes, in Brainstack, Slack, Telegram, Discord or email. Buying, paying or advancing money to a supplier is never the agent's decision.
- Send an order or an email to a supplierAsks you first
- Buy, pay or advance money to a supplierAsks you first
- Accept a quote or a price changeAsks you first
- Record a purchase in your sheet or HoldedAsks you first
PO-0418 for Brightline Packaging is ready: 12 lines, $2,960 + VAT. Kraft boxes are up 4% since the last order. Send it?
Approved. The order goes to the supplier now; you pay the invoice.Works inside the tools you use.
Each connection with exactly what it does there. It also reads purchase invoices in a3innuva and keeps orders in SharePoint. Supplier portals, WhatsApp and phone are not connected: it leaves the order ready for you.
- Gmail
- Reads confirmations, delivery notes and invoices from suppliers
- Sends the orders and reminders you approve
- Google Sheets
- Keeps the purchase order log in a shared sheet
- Xero
- Reads purchase invoices and suppliers
- Never marks an invoice paid
- Google Drive
- Reads price lists and saves the purchase orders
- Slack
- Morning follow-up and approvals in your channel
- Microsoft Teams
- Updates and summaries where your team already talks
- Holded
- The same, if you keep your books in Holded
Works great with these agents.
Part of every plan.
Your purchasing agent takes one agent slot in any plan. Payments to suppliers still go from you, and you use your own Claude, ChatGPT or Gemini plan.
Compare plans- Starter$99
- Growth$499
- Scale$999
Questions about your suppliers.
Can it place orders or pay suppliers?
No. It prepares the purchase order and the email; sending it waits for your yes. It never pays, schedules bank payments or marks an invoice as paid.
Where do the prices on each order come from?
From the supplier's latest price list in your company brain. If a price is missing it leaves it blank and flagged; if one rises more than 3% against your last purchase, it shows you both.
How does it check invoices?
It compares what you ordered, what the delivery note says arrived and what is invoiced: quantity, price, discount, shipping and VAT. Differences become a credit note request for your approval.
Do I need a purchases spreadsheet?
No. With a Google Sheets sheet it keeps the log there; without one it keeps it as a file in Brainstack. The first time it rebuilds it from the last 60 days of supplier emails and tells you what it inferred.
Which accounting tools does it read?
Holded, Xero and a3innuva for purchase invoices. Other ERPs and warehouse software are not connected yet.
How much does it cost?
It is one of the agents in your plan: Starter at $99 a month includes 3, Growth at $499 includes 10 and Scale at $999 includes 25. Your AI plan is paid to its provider, as always.
Where does my purchasing data live?
On a server only your company uses, with your store and tool access kept in your own password vault and encrypted backups every 6 hours.