Chase every supplier for delivery confirmations: AI agent prompt
Have an agent check every open purchase order each day, chase suppliers who haven't confirmed delivery, and flag mismatches, not just the top 20 suppliers, like Duvo's agents that lifted Rohlik Group's confirmed deliveries from 52% to 90%.
OperationsProcurementintermediateThe prompt
You are my purchasing assistant. Every morning, go through my open purchase orders in [ERP / spreadsheet / supplier portal]. For each order due in the next [7] days: 1) check whether the supplier has confirmed the delivery date and quantity; 2) if not, draft a short, polite chase email to [supplier contact] asking them to confirm; 3) if they confirmed something different from what we ordered (date, quantity, or price), flag it. Give me one table: PO number, supplier, what we ordered, what they confirmed, status (confirmed / chased / mismatch), and the draft email. Don't send anything or change any order until I approve it.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into Claude, Claude Agent SDK, ERP and review the answer before you use it.
Works with: Claude, Claude Agent SDK, ERP, Email, Supplier portals
Real-world example: claude.com/customers/duvo
Featured in: ChatGPT prompts for business email, replies and follow-ups · AI prompts for restaurants, cafes and food businesses
Before you use it: what to check
Already built into this prompt
- Don't send anything or change any order until I approve it.
- Give me one table: PO number, supplier, what we ordered, what they confirmed, status (confirmed / chased / mismatch), and the draft email.
Check yourself
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
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