AI agent for supplier relationship managers
Strategic Vendor Performance Review Agent
Give the executive a fact-based scorecard and recommendation for each strategic vendor before renewal or review
What it does
Key vendor contracts often renew before anyone has looked at a year of performance. This agent builds a scorecard for each strategic vendor ahead of its renewal or quarterly review. It pulls on-time delivery, defect or service-level misses, invoice disputes and price changes from purchasing, quality and finance records. It compares each measure with the contract terms and with the previous period. It then sorts the vendor into keep, renegotiate or replace-candidate, based on how many targets were missed and how badly. After building the scorecard, it checks that the numbers reconcile with the invoice total in finance. If they do not, it re-pulls the data or lists the gap. It drafts talking points for the review meeting. The executive decides on renewal and owns any message to the vendor. Edge case: a vendor missed targets only because of a strike at one port, so it notes that as a one-off.
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
- Vendor renewal is 90 days away or quarter ends
- Read contract terms and service-level targets
- Pull delivery, quality, dispute and price data for the period
- Score each measure against contract and the prior period
- Do scorecard spend totals match finance invoice totals within 2%?If not: re-pull missing receipts or invoices and list any remaining gap. Back to step 3.
- Classify the vendor as keep, renegotiate or replace-candidate
- Are one-off causes like strikes or force majeure separated from normal misses?If not: tag the affected weeks and rescore without them as a second view. Back to step 4.
- Draft scorecard and review meeting talking points
- Executive decides on renewal and any vendor communicationThe agent waits here for your OK.
- Vendor scorecard and decision record
How it decides
It counts missed contract targets and their size: no material misses means keep, one or two means renegotiate, three or more or a repeated critical miss means replace-candidate.
- Treat on-time delivery below the contract target by more than 3 points as a material miss
- Flag replace-candidate when three or more targets are missed or a critical target is missed twice
- Flag price creep when unit prices rise more than the contract index allows
- Require spend totals to match finance within 2% before showing the scorecard
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Which vendors count as strategic (default top 20 by spend)
- Days before renewal to start (default 90)
- Material miss threshold (default 3 points below target)
- Spend reconciliation tolerance (default 2%)
What keeps you in control
It always asks you first
- Renewal, renegotiation or exit decision
- Any message or scorecard shared with the vendor
Hard limits
- Never contacts the vendor
- Never shares one vendor's pricing with another
- Shows data sources for every number
It stops when
- Done: scorecard reconciled and talking points ready
- Stop: contract terms not found, so it asks for the contract before scoring
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
