Automated Purchase Order Dispatch
Supports configurable templates, delivery across multiple channels, and real-time notifications within the vendor portal.
Key Features
Automated PO generation
Generates purchase orders automatically from approved requests or contract terms, helping ensure accuracy and reducing manual work for procurement teams.
Example: A PO is auto-created once the PR is approved and aligned with predefined templates.
Configurable dispatch channels
Supports sending POs through email, vendor portals, or APIs, allowing teams to match vendor preferences and existing workflows without extra steps.
Example: sending a PO as an email attachment to a vendor or posting it directly to the vendor portal.
Customizable PO templates
Allows use of company- or vendor-specific PO templates, making it easy to meet branding guidelines and contract terms without manual formatting.
Example: A custom PO format with company logos and specific payment terms is used for a particular vendor.
Human-in-the-loop option
Enables manual review of purchase orders before they’re sent, providing oversight for high-value or sensitive transactions when needed.
Example: A procurement manager reviews the PO for a high-value purchase before it is sent to the vendor.
Real-time dispatch notifications
Sends instant alerts to vendors and internal teams when POs are dispatched, keeping everyone informed and improving visibility into order status.
Example: Vendors receive a notification with the PO attached, and internal teams are updated about its dispatch status.
Audit trail for PO dispatch
Tracks all PO dispatch activity, timestamps, recipients, and delivery methods, providing a clear record for accountability, reviews, and compliance.
Example: Logging the time a PO was emailed to the vendor and confirming delivery status.
KEY BENEFITS
Cut duplicate spend with vendor rationalization, slash onboarding from weeks to minutes with AI W-9 checks, and keep suppliers informed through a real-time portal—unlocking savings, compliance, and peace of mind.
Spend optimization due to vendor rationalization
Co-pilot helps in spend reduction by consolidating suppliers, enabling bulk discounts, reducing administrative costs and improving procurement efficiency
Vendor onboarding effort
AI-enabled automation in vendor information capture and W-9 form verification significantly reduces vendor onboarding time by streamlining data entry, ensuring compliance, and minimizing manual errors.
Realtime status update
A vendor portal benefits vendors by providing real-time visibility into purchase orders, invoice processing, and payment statuses, enhancing transparency and trust
Before and After Hyperbots Vendor Management Co-Pilot
Why Hyperbots Agentic AI Platform?
Finance specific
Hyperbots Agentic AI platform specializes exclusively in finance and accounting intelligence, leveraging millions of data points from invoices, statements, contracts, and other financial documents. No other platform has such large pretrained models on F&A data.
Best-in-class accuracy
Hyperbots achieves 99.8% accuracy in converting unstructured data to structured fields through a multimodal MOE model integrating LLMs, VLMs, and layout models. With contextual validation and augmentations, the platform ensures 100% accuracy for deployed agents.
Synthesis of unstructured and strutured finance data
Hyperbots agents emulate finance professionals to autonomously perform F&A tasks by reading and writing data like COA, expenses, and vendor masters from core accounting systems and integrating it with unstructured data from financial documents such as invoices, POs, and contracts.
Pre-trained agents with state of the art models
Hyperbots' Agentic platform, pre-trained on millions of financial documents like invoices, bills, statements, and contracts, ensures seamless integration, high accuracy, and adaptability to any accounting content, form, layout, or size from day one.
Company specific inference time learning
Hyperbots' Agentic platform employs state-of-the-art Auto ML pipelines with techniques like reinforcement learning to enable inference-time learning for tasks such as GL recommendation and cash outflow forecasting, ensuring continuous improvement and adaptability.
FAQs: Automated PO Dispatch
How does the Co-pilot handle the receipt of POs?
The Co-pilot automatically receives POs from the PR/PO Co-pilot based on approved purchase requests or contract terms, ensuring accuracy and consistency.
Can the Co-pilot support different PO dispatch methods?
Yes, it supports configurable dispatch channels, such as email, vendor portals, and API integrations, catering to vendor preferences and organizational workflows.
Are PO templates customizable for specific vendors?
Absolutely, the Co-pilot allows customization of PO templates to align with company branding and vendor-specific requirements.
Is manual oversight possible for critical POs before dispatch?
Yes, the Co-pilot includes a human-in-the-loop option, enabling manual review and approval of POs for high-value or critical purchases.
Does the Co-pilot maintain a record of PO dispatch activities?
Yes, it provides a detailed audit trail of all PO dispatch actions, including timestamps, recipients, and delivery methods, ensuring traceability and accountability.
