--- name: al-392-replace-the-email-chain-for-product-sample-requests-let-s description: "Free samples and small orders often need several emails, a form and a manager's sign-off, even when stock is plentiful. On Oct 28, 2026 Enterprise Times reported from Oracle's Suiteworld 2026 that personal care brand Every Man Jack uses an AI-powered order approval agent. The agent looks at fulfilled quantities, forecasted demand and available inventory in NetSuite to automate approvals, and sales reps start product sample requests in plain language instead of going through multiple emails, forms and handoffs. The company estimates these changes will save more than 4,500 hours a year and, together with other efficiencies, have delivered about $350,000 in annual savings. It connects AI models through the NetSuite AI Connector Service while keeping its existing security and governance. The prompt below writes approval rules any AI assistant can apply to your own stock report. Use when the user wants help with order and sample approvals (operations) for a small business." --- # Replace the email chain for product sample requests: let sales staff ask in plain words, and have an AI agent check stock, demand forecasts and past orders before it approves or flags each request Free samples and small orders often need several emails, a form and a manager's sign-off, even when stock is plentiful. On Oct 28, 2026 Enterprise Times reported from Oracle's Suiteworld 2026 that personal care brand Every Man Jack uses an AI-powered order approval agent. The agent looks at fulfilled quantities, forecasted demand and available inventory in NetSuite to automate approvals, and sales reps start product sample requests in plain language instead of going through multiple emails, forms and handoffs. The company estimates these changes will save more than 4,500 hours a year and, together with other efficiencies, have delivered about $350,000 in annual savings. It connects AI models through the NetSuite AI Connector Service while keeping its existing security and governance. The prompt below writes approval rules any AI assistant can apply to your own stock report. ## Inputs to collect first Ask the user for anything below that they haven't already given you. Don't guess missing facts. - What we sell, sales channels - E.g. inventory on hand by item, open orders, last 3 months of sales… - Sales reps / marketing / partners - Your own material (text, notes or data) ## Instructions Do the task below with the user's inputs in place of each [bracket]. Help me set up simple, rule-based approvals for product sample and small order requests that an AI assistant can check against my stock data. My business: [what we sell, sales channels]. Data I can export: [e.g. inventory on hand by item, open orders, last 3 months of sales, demand forecast]. Who requests samples: [sales reps / marketing / partners]. 1) Write a short plain-language request form a rep can fill in by typing one sentence (e.g. 'Send 6 units of item X to retailer Y by Friday for a buyer meeting'), and list what the AI must pull out of it: item, quantity, recipient, purpose, deadline, requester. 2) Write approval rules, for example: approve automatically if the quantity is under [number] units and stock after the request stays above [number] weeks of forecast demand; send to a manager if the item is low, on backorder, new or high-value, or if the same customer received samples in the last [number] days. 3) Using my export [paste], check these sample requests [paste] against the rules and return a table: request, decision (approve / needs manager / reject), the numbers behind it in one line, and a draft reply to the requester. 4) Suggest a monthly summary showing samples sent by rep, customer and item, and their cost. You only recommend decisions; a person releases every shipment, and you never change stock or orders. ## Safety checks (share these with the user) - 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. - Say clearly which parts need a person to review or approve before anything is sent, paid, posted or filed. ## About this skill - Works with: NetSuite, ChatGPT, Claude, Google Sheets, Excel - Based on this real-world example: https://www.enterprisetimes.co.uk/2026/10/28/netsuite-customers-every-man-jack-and-jonnypops-use-ai-to-halve-their-financial-close/ - Free prompt from AgentPlaybook Real Estate: https://agentic-library.netlify.app/prompt/al-392-replace-the-email-chain-for-product-sample-requests-let-sale/ - To install in an agent that supports Agent Skills, save this file as SKILL.md in a folder with the same name as `name` above (for example in your skills directory). Install steps for Claude.ai, Claude Code, Cursor and Codex: https://agentic-library.netlify.app/skills/