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AI agent for accounts payable specialists

Vendor Onboarding and Master Data Setup Agent

Create a complete, unique, screened vendor record ready for activation.

AdministrationFinance
See how it worksGet access
Vendor Onboarding and Master Data Setup Agent: what goes in, what the agent does and what you get

What it does

A new vendor request arrives and the setup gets rushed, so a tax form is missing, or the vendor already exists under a slightly different name. Payments then stall or go out twice. This agent takes the request and asks the vendor for the tax form, bank details and signed contract. It searches the vendor master for duplicates by name, tax number, address and bank account, and screens the vendor against sanction lists. It builds the draft vendor record and rechecks for missing items each day until the file is complete. If the bank details differ from what the contract shows, it stops and asks the AP lead. The AP lead approves activation.

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 New vendor request submitted 2 USES A TOOL Send the vendor a request for tax form, bank detailsand contract 3 USES A TOOL Search the vendor master for matching names, taxnumbers and accounts 4 DOES Screen the vendor against sanction lists 5 DOES Compare bank details on the form with the contract 6 DOES Build the draft vendor record 7 CHECKS THE RESULT Are all required documents received and valid? If not: send a reminder naming the missing item andrecheck tomorrow. Back to step 2. 8 CHECKS THE RESULT Is the record free of duplicates and screeningmatches? If not: link to the existing record or hold for review.Back to step 3. 9 YOU APPROVE AP lead approves activation 10 RESULT Active vendor record with document file
Read the steps as a list
  1. New vendor request submitted
  2. Send the vendor a request for tax form, bank details and contract
  3. Search the vendor master for matching names, tax numbers and accounts
  4. Screen the vendor against sanction lists
  5. Compare bank details on the form with the contract
  6. Build the draft vendor record
  7. Are all required documents received and valid?If not: send a reminder naming the missing item and recheck tomorrow. Back to step 2.
  8. Is the record free of duplicates and screening matches?If not: link to the existing record or hold for review. Back to step 3.
  9. AP lead approves activationThe agent waits here for your OK.
  10. Active vendor record with document file

How it decides

It marks a record ready only when required documents are present, no duplicate exists and screening returns no match.

  • Treat a matching tax number or bank account as a duplicate
  • Treat a name match above 85 percent similarity as a possible duplicate
  • Hold the record if bank details differ between documents
  • Escalate any sanction list partial match to compliance

Make it yours

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

  • Required documents by vendor type
  • Name similarity threshold (default 85 percent)
  • Reminder schedule (default daily for 3 days)
  • Sanction lists to screen against

What keeps you in control

It always asks you first

  • AP lead approves vendor activation
  • AP lead approves any change of bank details on an existing vendor

Hard limits

  • Never activates a vendor or releases a payment
  • Never changes bank details without a call-back check by a person

It stops when

  • Done: record complete, unique, screened and approved
  • Stop: vendor does not respond after 3 reminders, request is returned to the requester

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 request for Delmar Packaging Supply arrived Monday. The vendor master held Delmar Packaging Ltd with the same tax number, so the agent flagged a duplicate and proposed updating the old record. A W-9 was missing. It sent two reminders and the form came Thursday. Bank details matched the contract. The AP lead approved the update.

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