AI agent for director of operations
Operating Vendor Negotiation Prep Agent
Give the director a negotiation plan where each target and fallback is backed by data.
What it does
A vendor renewal comes up, and the director walks in with last year's price and a feeling that service has been poor. The agent pulls spend by period and category, service-level results, incidents, invoice disputes and the price history. It finds competing quotes or published prices for similar services, and works out target and fallback terms: price, term, service levels, penalties and exit rights. It tests those terms against the budget and against what the alternatives offer, and revises them when the numbers do not hold, for example when the target price is below any competitor. It builds a short negotiation brief with the evidence behind each point and the risks. The director approves the plan. Edge case: a vendor that is hard to replace. The brief states the switching cost.
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.
Read the steps as a list
- Renewal is 90 days away
- Pull spend, invoices, service levels and incidents for the vendor
- Summarize price history and performance against the contract
- Find competing quotes or market prices
- Draft target and fallback terms
- Test the terms against the budget and the alternatives
- Are targets within budget and supported by market evidence?If not: revise the targets and fallbacks and test again. Back to step 5.
- Estimate the switching cost and time
- Write the negotiation brief with the evidence for each point
- Director approves the planThe agent waits here for your OK.
- Negotiation brief ready
How it decides
Targets are set between the best alternative and the current terms. A target stays only if it is within budget and supported by market evidence.
- Set the target between the best alternative and current terms
- Include service credits for missed service levels
- Include the switching cost in the fallback
- Do not propose terms outside the budget
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Lead time (default 90 days)
- Terms to include
- Quote sources
- Budget limits
- Brief length
What keeps you in control
It always asks you first
- Director approves the negotiation plan
- Director approves contacting competing vendors
Hard limits
- Never contact the vendor itself
- Do not share confidential contract terms outside the team
It stops when
- Done: brief approved
- Stop: contract or spend data is missing, list what is needed
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.
- 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
An example run
More agents for director of operations
Automation · Government
Municipal Service Routing Agent
Every service request reaches the department that accepts it, the first time where possible.
Analysis · Government
Government Service Backlog Diagnosis Agent
Find the real administrative bottleneck behind a backlog.
Quality control · Document handling
Event Vendor Deliverable Chase Agent
All vendor deliverables in, in the right format, before their deadline.
Customer service · Automation
Hospitality Review Recovery Coordination Agent
Every recurring complaint leads to a verified operational fix.