An AI agent that automates the collection, verification, and ongoing management of critical compliance documents from suppliers, such as ISO certifications, organic certifications, conflict mineral reports, or social responsibility audits. It ensures that all suppliers meet compliance standards and that certifications are always up-to-date
Supplier compliance documents (PDF, JPG, PNG formats). Supplier master data from ERP.
Updated supplier records with compliance status Up-to-date repository of supplier compliance documents Alerts for expiring or missing certifications
ERP System (e.g., SAP, Oracle NetSuite) - for supplier master data SharePoint Email Client (e.g., Outlook, Gmail)
High potential for costly errors from manual data handling.
Significant time and resources are spent on repetitive, low-value work.
The manual process is difficult to scale without increasing headcount.
Process bottlenecks lead to delays and missed deadlines.
The AI agent ingests new or updated supplier compliance certificates submitted by suppliers via a designated Email Inbox or as part of an onboarding workflow.
The agent reads the document (e.g., an ISO 9001 certificate PDF) and extracts key information from the unstructured format, including the supplier's name, certificate type, certificate number, issuing body, and, most importantly, the certificate's expiry date.
The agent validates the extracted data by matching the supplier name to a record in the ERP System. It can also perform basic validation on the certificate format or, in advanced cases, check the certificate number against the issuing body's public database via web automation.
Upon successful validation, the AI agent updates the supplier's master record in the ERP System with the certificate details and expiry date.
The agent monitors the expiry dates in ERP for all managed documents. It automatically triggers reminder notifications via Email to both the internal procurement manager and the supplier 90, 60, and 30 days before a certificate expires, requesting an updated document.
Dramatically reduce the time and manual effort required to complete the process.
Eliminate human error to ensure data integrity and reduce financial risk.
Free your team from monotonous tasks, allowing them to focus on strategic work that requires their expertise.
Handle growing volumes of work without a proportional increase in operational costs.
Maintain a complete, auditable trail of every action the AI agent takes, described in plain English.
This use case solution follows these general steps at a high level: