Vendor Communication and Issue Tracking
Supports direct messages, status updates, and shared tracking tools within the vendor portal to reduce delays and miscommunication.
Key Features
Direct messaging with accounting staff
Vendors can message the accounting team directly through the portal to ask questions, clarify issues, or share additional information, without needing separate emails or calls.
Notification and alert system
Keeps vendors informed with real-time updates on invoice approvals, payments, and document checks, so they always know what’s happening without needing to follow up.
Query resolution workflow
Provides a structured way to manage vendor queries, making it easier to track, respond, and resolve questions on time with better visibility for both sides.
Collaboration history tracking
Keeps a record of all vendor communications, linked to documents like invoices, providing a clear history for reference, audits, or follow-ups.
Collaboration on document updates
Lets vendors and accounting teams work together to fix missing or incorrect documents, helping speed up validation and keep onboarding on track. Example: Vendors upload a corrected W-9 form after receiving a notification about mismatched details.
Automated responses
Generates suggested replies for common vendor questions or document issues, helping teams respond faster and keep communication moving smoothly.
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: Collaboration and Communication
How can vendors communicate with the company’s accounting staff?
Vendors can directly message the accounting team through the vendor portal to ask questions, request updates, or provide additional information.
Does the Co-pilot send notifications to vendors?
Yes, it sends real-time notifications for important updates such as invoice approvals, payment disbursements, and document verification outcomes.
Can vendor queries be tracked and resolved systematically?
Absolutely, the Co-pilot provides a structured workflow for query resolution, ensuring timely responses and better communication between vendors and the company.
Is there a history of past communications with vendors?
Yes, the Co-pilot maintains a detailed history of all communications and collaborations with vendors, offering a clear audit trail for future reference.
Can the Co-pilot generate an automatic rejection summary and email for invoices not matching with POs?
Yes, the Co-pilot automatically generates a rejection summary and notifies vendors via email when an invoice fails to match the PO, providing reasons for the mismatch.
Can a vendor and company accountant see all chats, communications, and notifications on an issue or document like a W-9 or invoice?
Yes, the Co-pilot consolidates all related chats, communications, and notifications for a specific issue or document, ensuring transparency and easy reference for both parties.
How does the Co-pilot assist with document-related collaboration?
Vendors and accounting staff can collaborate on correcting or completing documents through the portal, streamlining validation and onboarding processes.
