Watch out. Messages sent in your company's name can damage supplier relationships. Keep guardrails on tone and content, log everything sent, and keep a buyer approving escalations.
Chase overdue supplier POs automatically
A scheduled agent that finds overdue POs, drafts supplier follow-ups and escalates the risky ones.
Recommended: ArchitectAutomationAgents
Best for
- Purchase teams tracking many open POs
- Plants where late material stops lines
- Teams with PO data in an ERP or shared sheet
What you need
- Approved read access to open POs in your ERP
- An approved email or WhatsApp Business sending channel
- Your escalation rules for critical parts
- A buyer to approve messages during testing
Starter prompt
Copy it, fill in the parts in square brackets, and paste it into the AI assistant your organisation allows.
You are the follow-up step for purchase orders at [company name]. You receive one overdue PO with supplier, part, quantity, due date, days late and whether the part is critical. Write a polite, firm follow-up to the supplier under 90 words asking for a confirmed dispatch date and LR or docket number. If the part is critical and more than [3] days late, also write a two-line escalation note for the buyer. Never threaten penalties or change quantities. PO: [PO details]
How to use it
1.Define the rules
2.Connect the systems
3.Evaluate on old POs
4.Deploy with approval
- 1
Define the rules
Agree what counts as overdue, what is critical and who gets escalations. Write these down before building.
- 2
Connect the systems
Give the agent read-only ERP access and a sending channel that queues messages for approval. It must not edit POs.
- 3
Evaluate on old POs
Replay last month's overdue POs and review every draft and escalation. Fix tone and escalation errors.
- 4
Deploy with approval
Schedule it daily. Start with a buyer approving each message, then let routine reminders send on their own.
What you end up with
Overdue POs are chased every day and critical delays reach a buyer before they stop a line.
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