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AI agent for supplier relationship managers

Supplier Chargeback and Dispute Resolution Agent

Disputes resolved quickly with evidence and fair settlement

DecisionsAutomationOperationsManagement
See how it worksGet access
Supplier Chargeback and Dispute Resolution Agent: what goes in, what the agent does and what you get

What it does

Disputes with suppliers about short shipments, damage or wrong prices can drag on for months because evidence is scattered. This agent gathers the evidence for each dispute: purchase order, receipt, inspection notes, photos and contract terms. It calculates the amount owed and drafts a clear claim. It tracks the supplier's reply and compares their evidence with yours line by line. If the reply does not close the gap, it drafts the next step under the dispute process in the contract. A partial credit offer is compared with the full claim and the cost of continuing before it is suggested for acceptance. It tracks credits until they post. The manager approves every claim and settlement.

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
ApprovedYes, continueApprovedNo 1 STARTS WHEN Dispute opened 2 USES A TOOL Gather PO, receipt, inspection and contract 3 DOES Calculate amount and draft claim 4 YOU APPROVE Manager approves sending claim 5 USES A TOOL Track supplier reply 6 CHECKS THE RESULT Does the reply resolve the claim? If not: draft the next escalation step and wait. Back tostep 5. 7 YOU APPROVE Manager approves settlement 8 RESULT Closed dispute
Read the steps as a list
  1. Dispute opened
  2. Gather PO, receipt, inspection and contract
  3. Calculate amount and draft claim
  4. Manager approves sending claimThe agent waits here for your OK.
  5. Track supplier reply
  6. Does the reply resolve the claim?If not: draft the next escalation step and wait. Back to step 5.
  7. Manager approves settlementThe agent waits here for your OK.
  8. Closed dispute

How it decides

It calculates the claim from records and moves to the next contract step when the supplier's reply does not cover it.

  • Follow contract dispute steps
  • Compare partial offers with full claim
  • Evidence required

Make it yours

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

  • Dispute steps
  • Amount limits
  • Reply deadlines

What keeps you in control

It always asks you first

  • Claims
  • Settlements

Hard limits

  • Never accepts settlements

It stops when

  • Done: settled
  • Stop: legal step needed; hand to legal

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 supplier shipped 900 of 1,000 bearings on PO 7712. They replied that 1,000 shipped. The gap check failed, so the agent compared the packing list with the receiving count and found the carton count matched 900. It drafted a second claim with dock photos for 2,350 dollars. The manager approved it, and the supplier issued full credit nine days later.

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