Vendor Payment Inquiry Response
CompletedLast run: 1h ago
OL
Objective
Respond to vendor payment inquiries quickly with accurate payment status.
Auto-responds to 86% of inquiries and cuts response time to minutes.
Auto-response rate
86%
Avg response time
6 min
Vendor escalations
-42%
Est. annual value
$90k
Why This Matters
- AP teams spend hours replying to payment status questions.
- Late responses create vendor friction and escalation risk.
- Payment status is often buried across systems.
Outputs & Controls
Outputs
- Automated vendor responses with payment dates
- Exception queue for unmatched invoices
- Escalation log for high-risk inquiries
Controls
- Confidence threshold applied before auto-response
- Escalate exceptions to AP lead
- Audit trail for every outbound response
Run Summary
Status: Completed
Last run: 1h ago
Systems: OL
Audit trail: Full action log with timestamps and SOP rules.
Run Notes
Exceptions route to the approvals queue with full context and audit trail. Non-exception items continue without manual intervention.
All source data, decisions, and outputs are logged for controller review and audit support.
Execution Timeline
1
Ingest Vendor Inquiries
Action: Pulled payment inquiries from Outlook inbox
Completed
OL
Details
- 18 new inquiries detected
- Auto-tagged by vendor and invoice number
Next step
2
Match to Payment Batches
Action: Matched invoices to scheduled payment batches
Completed
NS
Details
- 15 inquiries matched to existing batches
- 3 inquiries require AP follow-up
Next step
3
Draft Responses
Action: Prepared vendor responses with payment details
Completed
OL
Details
- Standard response template applied
- Payment dates and references included
Next step
4
Escalate Exceptions
Action: Flagged unmatched inquiries for AP review
Completed
OL
SL
Details
- 3 inquiries escalated to AP lead
- SOP escalation chain attached for audit