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AI agent for warehouse managers

Inbound Receiving Discrepancy Agent

File well-documented claims within the window for every receiving discrepancy.

AdministrationOperationsManagement
See how it worksGet access
Inbound Receiving Discrepancy Agent: what goes in, what the agent does and what you get

What it does

A shipment is received, put away and weeks later someone finds 30 cases short. The carrier will not pay because the claim window closed. As each receipt closes, this agent compares counts against the advance shipping notice and the purchase order. It flags overages, shortages and damage notes and gathers photos and signed documents. If evidence is incomplete it asks the receiver to add it. After the evidence is complete, it drafts the claim. The manager approves each claim before it goes to the carrier or supplier. Edge case: a shortage on a mixed pallet is checked against the pallet label before it is counted as missing.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN A receipt is closed 2 USES A TOOL Read the shipping notice, purchase order andreceiving counts 3 DOES Compare quantities and read damage notes 4 CHECKS THE RESULT Are counts within tolerance and free of damagenotes? If not: Open a discrepancy case. Back to step 2. 5 USES A TOOL Gather photos and signed documents 6 CHECKS THE RESULT Is the evidence complete for the claim? If not: Ask the receiver for the missing photos orsignatures. Back to step 4. 7 DOES Calculate the claim value and deadline 8 USES A TOOL Draft the claim to the carrier or supplier 9 YOU APPROVE Manager approves the claim 10 RESULT Claim filed and tracked
Read the steps as a list
  1. A receipt is closed
  2. Read the shipping notice, purchase order and receiving counts
  3. Compare quantities and read damage notes
  4. Are counts within tolerance and free of damage notes?If not: Open a discrepancy case. Back to step 2.
  5. Gather photos and signed documents
  6. Is the evidence complete for the claim?If not: Ask the receiver for the missing photos or signatures. Back to step 4.
  7. Calculate the claim value and deadline
  8. Draft the claim to the carrier or supplier
  9. Manager approves the claimThe agent waits here for your OK.
  10. Claim filed and tracked

How it decides

Compares received to ordered quantities and opens a claim when the difference passes the tolerance and the evidence is complete.

  • Tolerance default is 1% of units
  • Damage always needs photos and a signed note
  • Claim deadline is counted from the delivery date
  • Claims over a set value go to the manager first

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Count tolerance (default 1%)
  • Claim window by carrier
  • Photo and signature rules
  • Claim value limit for manager review
  • Notice sources

What keeps you in control

It always asks you first

  • Every claim
  • Any acceptance of an overage
  • Any dispute with a carrier

Hard limits

  • Never contact a carrier without approval
  • Never close a discrepancy without evidence

It stops when

  • Done: claim filed or discrepancy accepted
  • Stop: claim window closed, record the loss
  • Stop: supplier agrees a credit

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA shipment shows 480 units on the notice but 462 counted, 3.8% short. The agent opens a case. Photos are missing and the signature is blank on the delivery receipt. The evidence check fails. The receiver adds both within a day. The agent calculates a 612 claim with 4 days left. The manager approves.

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