# Source-to-Pay Agents and apps built for the Source-to-Pay process handle the work that runs between raising a purchase requisition and settling the supplier's invoice. They connect directly to your ERP and supplier communications channels — chasing confirmations, matching invoices, negotiating price changes — and escalate only the cases that genuinely need a buyer's judgment. The use cases below are grouped by the sub-process they belong to. Each entry shows the build type up front: **Agents** run on their own and report back; **Apps** are surfaces your team opens and acts in; **Dashboards** give live visibility without requiring interaction. *** ## Supplier communications *Keeping PO confirmations, goods receipts, and supplier changes flowing — without manually chasing every email.* ### Agents {% hint style="info" %} **Agents** run autonomously. They chase suppliers, parse responses, write back to the ERP, and escalate only what they can't resolve. {% endhint %} #### Supplier Order Confirmation Handling Know when a PO will slip before the customer does — without chasing every email manually. Chases suppliers for order confirmations, parses incoming confirmations against the PO, and writes confirmed dates and line-level changes (splits, partials, date shifts) back to the ERP. Monitors EDI for confirmation changes. Escalates exceptions the supplier can't or won't resolve. | | | | ---------------- | --------------------------------------- | | **Value driver** | Productivity | | **KPI moved** | PO touchless rate % | | **What it does** | Chase · Parse · Write to ERP · Escalate | *** #### Goods Receipt Tracking Know what hasn't arrived before planning assumes it has. Monitors expected packing slips against PO commitments. Chases suppliers when slips don't arrive on schedule, verifies slip contents against POs, and updates receipt dates in the ERP. When deliveries are partial, splits PO lines into received and remaining and triggers follow-up on the remainder. | | | | ---------------- | -------------------------------------------- | | **Value driver** | Service Level | | **KPI moved** | Inventory record accuracy % | | **What it does** | Monitor · Chase · Verify · Split & follow up | *** #### Purchasing Inbox Triage Get structured PO and invoice data out of the purchasing inbox automatically. Monitors the purchasing email inbox in real time, classifies incoming emails as order confirmations or invoices, applies labels, and extracts key fields (PO number, amount, dates) into a structured log. Feeds downstream workflows that previously required a clerk reading every message. | | | | ---------------- | ---------------------------------- | | **Value driver** | Productivity | | **KPI moved** | PO touchless rate % | | **What it does** | Monitor · Classify · Extract · Log | *** ## Invoices & accounts payable *Getting every invoice into the ERP, matched, and cleared — with humans reviewing only the exceptions that need judgment.* ### Agents {% hint style="info" %} **Agents** run autonomously — capturing invoices, matching them to POs and goods receipts, and routing only the exceptions. {% endhint %} #### Freight Invoice Verification Catch overcharges from carriers before you pay them. Checks freight invoices against estimated costs in the ERP, agreed rates with carriers, and the actual shipments delivered. Flags deviations and routes disputes to the right person. | | | | ---------------- | ------------------------------------------------ | | **Value driver** | Cost | | **KPI moved** | Freight cost as % of revenue | | **What it does** | Verify charges · Verify volumes · Route disputes | *** ### Apps {% hint style="info" %} **Apps** are surfaces your team opens — interactive tools, dashboards, and workspaces. A dashboard is a type of app that gives live visibility; other apps let your team take action, approve decisions, or run structured workflows. {% endhint %} #### Three-Way Match App Give AP clerks a clean queue of just the cases that need judgment. Manual review surface for invoices the three-way match agent can't auto-clear. Shows the invoice, PO, goods receipt, and diagnosis side by side — with the lever the user has to resolve it. | | | | ---------------- | -------------------------------------- | | **Value driver** | Productivity | | **KPI moved** | AP touchless rate % | | **What it does** | Review exceptions · Resolve mismatches | *** #### Invoice Reconciliation Sweep Catch what daily AP missed before month-end close. Automated reconciliation across all invoices for a given month against the financial system. Identifies discrepancies, late payments, and duplicate payments. Used by AP leads as a month-end sweep before close. | | | | ---------------- | ---------------------------------------- | | **Value driver** | Working Capital | | **KPI moved** | DPO | | **What it does** | Month-end sweep · Identify discrepancies | *** #### Invoice Status Lookup Answer "where's my invoice" without an AP clerk. Dashboard connected to the ERP for searching and tracking invoice status. Used by AP clerks and stakeholders who otherwise field "where's my invoice" calls all day. | | | | ---------------- | ----------------------------- | | **Value driver** | Productivity | | **KPI moved** | AP touchless rate % | | **What it does** | Search · Track invoice status | *** ## Cost avoidance & negotiation *Responding to supplier price changes, consolidating the tail, and keeping contracts visible — without letting requests get rubber-stamped.* ### Agents {% hint style="info" %} **Agents** monitor the procurement inbox, assess incoming price requests, negotiate within defined authority, and update the ERP with agreed terms. {% endhint %} #### Price Request Handling Push back on supplier price increases efficiently — instead of rubber-stamping every request. Monitors the procurement inbox for supplier price change requests. Pulls supplier profile, price history, contracts, volumes, and material mapping. Computes proportionality (supplier change % vs weighted raw-material change %) and impact against business rules. Decides Accept / Negotiate / Reject within autonomous authority, runs the back-and-forth, updates ERP pricing, and logs outcomes to the supplier profile. | | | | ---------------- | ---------------------------------------- | | **Value driver** | Cost | | **KPI moved** | Savings vs baseline % | | **What it does** | Assess · Decide · Negotiate · Update ERP | *** #### Supplier Consolidation Execution Consolidate the tail and middle tier instead of just talking about it. Scans the supplier base by category, finds overlapping capabilities, and computes consolidation savings and risk. Decides the approach (RFQ, negotiate with existing, or hybrid) and executes — shifting spend in the ERP (master data, contracts, default supplier on items) and winding down losing suppliers (notify, close contracts, run out open POs). | | | | ---------------- | --------------------------------------- | | **Value driver** | Cost | | **KPI moved** | Spend under management % | | **What it does** | Identify · Decide · Execute · Wind down | *** ### Apps {% hint style="info" %} **Apps** are surfaces your team opens — interactive tools, dashboards, and workspaces. A dashboard is a type of app that gives live visibility; other apps let your team take action, approve decisions, or run structured workflows. {% endhint %} #### Contract Management Kanban Give vendor managers a working surface on top of the contract repository. Contract management database with kanban board for tracking contracts through their lifecycle (Draft → In Negotiation → Active → Renewal → Expired). Used where the contract repository works but lacks a working surface for day-to-day management. | | | | ---------------- | ------------------------------------------ | | **Value driver** | Cost | | **KPI moved** | Contract leakage $ | | **What it does** | Track · Search · Manage contract lifecycle | *** #### Supplier Spend Pareto Pick the tail suppliers worth consolidating off. Daily Pareto view of spend per supplier. Identifies tail suppliers where consolidation is likely worth it and surfaces the action tools the team needs to actually move spend off them. Used by category managers as the entry point for rationalisation work. | | | | ---------------- | -------------------------------------------- | | **Value driver** | Cost | | **KPI moved** | Spend under management % | | **What it does** | Visualise spend distribution · Identify tail | *** #### Procurement Automation Ratio See where PO automation is sticking and where it's not. Trends the PO automation ratio over time — how many POs flowed through end to end without manual touch vs how many needed intervention — broken down by category and supplier. | | | | ---------------- | ------------------------------------------ | | **Value driver** | Productivity | | **KPI moved** | PO touchless rate % | | **What it does** | Track automation ratio · Trend by category | *** ## PO visibility & requisitions *Giving teams a live view of where every PO stands — without opening the ERP.* ### Apps {% hint style="info" %} **Apps** are surfaces your team opens — interactive tools, dashboards, and workspaces. A dashboard is a type of app that gives live visibility; other apps let your team take action, approve decisions, or run structured workflows. {% endhint %} #### Purchase Order Kanban Track every PO without opening the ERP. Kanban board tracking purchase order statuses (New, Confirmed, Done, Blocked). Updated by the supplier communication agent for cases it can move, and by the team manually for the rest. Gives buyers a shared view of where every PO sits. | | | | ---------------- | ---------------------------------- | | **Value driver** | Productivity | | **KPI moved** | PO touchless rate % | | **What it does** | Track PO status · Shared team view | *** #### Purchase Requisition Triage Dashboard Approve, override, or escalate triaged requisitions from one surface. Working surface for the purchase requisition triage agent. Shows open requisitions, the proposed route to PO (existing supplier, framework agreement, consolidation candidate), and the cases that need a decision. Users approve, override, or escalate from here. | | | | ---------------- | -------------------------------------- | | **Value driver** | Cost | | **KPI moved** | Perfect Order Rate | | **What it does** | Review · Approve · Override · Escalate | *** #### Procurement Process Map Run procurement reviews against the live process, not slides. Dynamic process map of the procurement function with built-in KPIs and current progress against targets. Includes an editable KPI target table so targets can be adjusted as priorities shift. Used to anchor monthly reviews in the actual flow rather than a static deck. | | | | ---------------- | ------------------------------------------ | | **Value driver** | Productivity | | **KPI moved** | Procurement cost as % of spend | | **What it does** | Process map · Live KPIs · Editable targets | *** #### Supplier Performance Scorecards Walk into a supplier review with the scorecard ready. Generates on-demand scorecards per supplier covering delivery performance, quality incidents, total spend, and risk exposure. Chat-based — ask for any supplier and get the scorecard back inline. Used in supplier review meetings and renegotiation prep. | | | | ---------------- | -------------------------------- | | **Value driver** | Service Level | | **KPI moved** | Supplier OTIF % | | **What it does** | Generate scorecard · Review prep | *** #### Open Purchase Order Aging See which suppliers and sites are slipping before it becomes a production problem. Shows open and overdue PO lines by supplier and site, with aging buckets and trend over time. Helps teams see which suppliers are slipping, which sites are exposed, and which lines need follow-up first. The natural companion dashboard for the supplier communication agent's exception output. | | | | ---------------- | ----------------------------------------- | | **Value driver** | Service Level | | **KPI moved** | Supplier OTIF % | | **What it does** | Aging by supplier · Site exposure · Trend | *** #### Supplier Master Highlights See supplier master gaps at a glance. Highlights the supplier master data fields teams actually use: activity status, category, integrity assessment, country, and parent relationships. Shows which suppliers are still active, where data is missing, and where parent-child relationships in the master don't match what's actually being purchased. | | | | ---------------- | -------------------------------- | | **Value driver** | Service Level | | **KPI moved** | Plan adherence % | | **What it does** | Audit master data · Surface gaps | --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.riff.ai/use-cases/source-to-pay.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. 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