PO overload
A PO for every purchase, whatever the amount or vendor. Procurement becomes the bottleneck.
The Right PO. At the Right Time.Governed End to End.
The Procurement Agent governs vendor commitments from the moment a purchase is approved to the moment it is fully fulfilled, invoiced, and paid. It creates POs only when policy requires them, and manages every stage of the lifecycle automatically.
The problem
Over-PO or under-PO. Both are expensive.
Static rules treat a $4,000 engagement with a new vendor and a $4,000 renewal with a trusted partner the same way.
- Raise PO
- Track receipts
- Close by hand
Commitment blind spots
Services and subscriptions pile up untracked, then invoices arrive for spend nobody committed.
Fulfillment gaps
POs get raised and forgotten. Partial deliveries go unrecorded and vendors overbill.
What It Does
It Answers One Question:
Do We Need a PO, and if so,
How Should It Be Governed?
The Procurement Agent takes over from the Intake Agent once a purchase is approved, and owns the commitment from creation to close.
- PO requiredWeighed on amount, category, vendor and policy.YesNoConditionalAmount$3,400 · over $2,500 limitCategoryWarehouse equipment · PO categoryVendorWarehouse Solutions · contracted
- Goods POQuantity-based: units ordered against units received.GoodsQuantity-basedThis oneServicesMilestone-basedSubscriptionTime-basedCapExCapital approval
- PO-0044-2847 draftedEvery line checked against MSA-3035.FieldValueContractItemBarcode scannerMatchQuantity10MatchUnit price$340.00MatchTermsNet 30MatchTotal $3,400.00Contract-priced
- 6 of 10 receivedPartial delivery recorded. PO-0044-2847 stays open.Fulfilled60%GRN-1182 · 22 Sep6 received4 units · due 29 SepOutstandingINV-7731 · $3,400Billed ahead of receipt
- PO closed automatically10 of 10 received, past the 95% close threshold.0%Closes at 95%Received10 of 10 unitsInvoiced$3,400.00Variance0%Recorded
- Synced to NetSuiteEvery state of PO-0044-2847, posted back automatically.Draft14 SepSyncedApproved14 SepSyncedSent to vendor14 SepSyncedFulfilled29 SepSyncedClosed29 SepSynced
PO required
Weighed on amount, category, vendor and policy.
YesNoConditional
Amount$3,400 · over $2,500 limit
CategoryWarehouse equipment · PO category
VendorWarehouse Solutions · contracted
PO Types
Not All Commitments Are
the Same. The Agent Knows That.
Different purchase types require different fulfillment models. The Procurement Agent classifies each commitment correctly and governs it accordingly.
Quantity-Based
Units ordered, units received. The agent tracks delivery quantity against the PO and flags any over- or under-delivery against configured tolerances.
e.g. Hardware, equipment, office supplies
Milestone-Based
Deliverables, not units. The agent tracks milestone completion against the statement of work and governs invoice timing accordingly.
e.g. Consulting, agency work, professional services
Time-Based
Entitlement periods, not delivery events. The agent tracks billing frequency against contract terms and flags auto-renewals before they trigger.
e.g. SaaS tools, licenses, recurring services
Capital Expenditure
Higher scrutiny, stricter governance. CapEx commitments require explicit approval chains, asset classification, and post-delivery capitalisation coordination with the ERP.
e.g. Servers, machinery, infrastructure
Sub-Agent
When a Commitment Needs a Price.
The RFQ Agent Steps In.
Not every purchase has a price yet. When the Procurement Agent detects that a commitment requires competitive sourcing, it hands off to the RFQ Agent, its dedicated sub-agent for running the full quotation cycle before a PO is ever cut.
RFQ Agent
Turns an approved spend request into a precise specification, selects eligible suppliers, issues the RFQ, normalises every quote onto a like-for-like basis, and recommends the award, with the reasoning attached. Awarded price and terms flow straight back as PO conditions.
Runs only when a competitive quote is warranted
Normalises quotes to true landed cost
Awarded terms pass through as PO conditions
Five ways it decides
Every scenario. One agent.
The Procurement Agent handles five distinct commitment scenarios, each with a different decision outcome.
- No PO requiredLow risk, below threshold, logged
- PO createdContract-priced, sent to vendor
- MonitoringMilestones tracked against the SOW
- PO held openPartial delivery, variance flagged
- Auto-closedThreshold met, variance recorded
Explainability
Every PO decision. Fully explained.
Every commitment decision the Procurement Agent makes includes a human-readable explanation.
- Request10 barcode scanners, warehouse
- PO decisionRequired
- PO typeGoods, quantity-based
- Fulfillment modelReceipt confirmation required
Visible toProcurementFinanceAudit logERP
Simulation Mode
Test Policy Changes
Before They Go Live.
Finance teams can simulate changes to PO thresholds, category rules, and fulfillment policies, and see exactly how historical commitments would have been affected before applying any change.
What if…
We removed PO requirements for marketing services?
43 fewer POs last quarter · 18% post-invoice receipts
What if…
We lowered the auto-close threshold from 95% to 90%?
11 open POs would have auto-closed last month
What if…
We required receipt confirmation for all CapEx POs?
6 additional manual confirmations required per month
Agent Handoffs
Receives from One Agent.
Coordinates with Three.
The Procurement Agent receives approved purchase intent from the Intake Agent and coordinates downstream with matching, approval, and accounting.
If no PO is required, the Procurement Agent is never involved. The Intake Agent handles the decision and explicitly does nothing further.
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Govern Your Commitments.
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