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AI agent for pmo managers

Vendor Deliverable Acceptance Agent

Accept only deliverables that meet the contract criteria and release payment against proof

Quality controlComplianceManagement
See how it worksGet access
Vendor Deliverable Acceptance Agent: what goes in, what the agent does and what you get

What it does

A vendor delivers a document or a build, the project is busy, and someone signs it off with a quick look. Weeks later the gaps show up and the payment is already released. This agent checks each delivery against the contract. It reads the acceptance criteria and runs every listed check, such as required sections, test results, performance figures or format rules, and records pass or fail with evidence. For any failure it drafts a precise note to the vendor, tracks the resubmission date and repeats the checks on the new version. It never skips a criterion. The manager approves acceptance and the release of payment. Edge case: a vendor delivers 9 of 10 items. The agent records a partial delivery and shows which payment milestone is affected.

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, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Vendor submits a deliverable 2 USES A TOOL Load the contract acceptance criteria and paymentmilestone 3 DOES Run each listed check against the deliverable 4 DOES Record pass or fail with evidence per criterion 5 CHECKS THE RESULT Do all mandatory criteria pass? If not: Draft a fail note with evidence and trackresubmission. Back to step 3. 6 YOU APPROVE PMO manager approves the note to the vendor 7 USES A TOOL Send note and set a resubmission due date 8 DOES Rerun failed checks on the resubmitted version 9 CHECKS THE RESULT Is the resubmission within the contract cure period? If not: Escalate a contract breach to the manager withdates. Back to step 8. 10 YOU APPROVE Manager approves acceptance and payment release 11 RESULT Acceptance record and payment release instruction
Read the steps as a list
  1. Vendor submits a deliverable
  2. Load the contract acceptance criteria and payment milestone
  3. Run each listed check against the deliverable
  4. Record pass or fail with evidence per criterion
  5. Do all mandatory criteria pass?If not: Draft a fail note with evidence and track resubmission. Back to step 3.
  6. PMO manager approves the note to the vendorThe agent waits here for your OK.
  7. Send note and set a resubmission due date
  8. Rerun failed checks on the resubmitted version
  9. Is the resubmission within the contract cure period?If not: Escalate a contract breach to the manager with dates. Back to step 8.
  10. Manager approves acceptance and payment releaseThe agent waits here for your OK.
  11. Acceptance record and payment release instruction

How it decides

Each criterion is pass or fail based on evidence. A deliverable is accepted only when all mandatory criteria pass. Optional criteria produce notes.

  • All mandatory criteria must pass for acceptance
  • Partial deliveries are logged against the relevant milestone
  • A cure period overrun is escalated at once
  • Evidence for each result is saved with the record

Make it yours

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

  • Contract cure period in days
  • Format of the acceptance record
  • Who must sign off besides the manager
  • Checks that can be run automatically
  • Reminder timing for resubmissions

What keeps you in control

It always asks you first

  • Manager approves fail notes to vendors
  • Manager approves acceptance and payment release

Hard limits

  • Never releases payment itself
  • Never waives a criterion

It stops when

  • Done: deliverable accepted and payment instruction filed
  • Stop: repeated failures beyond the cure period, hand to the manager

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 vendor delivers a data migration with 10 acceptance criteria. The agent finds 8 pass, but 2 fail: row counts differ by 1.2 percent and the error log is missing. It drafts a note and the manager sends it. The vendor resubmits in 5 days, and the checks pass. The manager approves the 40 percent milestone payment.

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