Weekly purchasing review with late delivery chasers
Once a week it works through purchase orders in a database you own: approvals waiting with their delivery deadlines, items late after partial receipts, invoice prices that differ from the order, and suppliers overdue a review. It drafts supplier chasers and leaves approvals and payments to you.
What it does
- Lists draft orders waiting for approval with delivery deadlines and remaining budget by currency
- Flags items late after partial receipts and orders quiet for fourteen days
- Compares invoice unit prices and quantities against the order and goods received
- Drafts a delivery chaser to a supplier from the order history
- Renders a weekly snapshot for the Monday purchasing meeting
Your approval boundaries
Approval requiredThese actions always wait for your yes:
- Approving or cancelling any order
- Sending a chaser to a supplier
- Paying anything
You decide what happens next.
More about this workflow
This setup is for operators and managers who keep the busywork moving. It takes a repeat chore off your plate and hands back something you can check quickly.
First, it lists draft orders waiting for approval with delivery deadlines and remaining budget by currency. Next, it flags items late after partial receipts and orders quiet for fourteen days. Then it compares invoice unit prices and quantities against the order and goods received. After that, it drafts a delivery chaser to a supplier from the order history. Finally, it renders a weekly snapshot for the Monday purchasing meeting. It works with your database, accounting app and email, each on its own login with limited access.
You get the prep work done and waiting for you. The agent stops and asks for your yes before approving or cancelling any order, sending a chaser to a supplier and paying anything, and says plainly if a step cannot be undone.
“Files stay on your machine; nothing sends or pays.”
Explore required tools and model recommendations
Tools and access
Supabase
Handles the database part of this job. Grant a role limited to one table.
API required: Yes. Needs a Supabase project and an API key. Give the agent a role limited to one table.
QuickBooks
Handles the accounting app part of this job. Grant accounting data, no payments.
API required: Yes. Needs an Intuit developer app with OAuth.
Gmail
Handles the email part of this job. Grant read-only plus compose (drafts) scopes.
API required: Yes. Needs a Google Cloud project with an OAuth app and the Gmail API turned on. The agent signs in through OAuth with only the scopes you pick.
Official links only. Not sponsored, no affiliate links.
Model recommendations
Best pick
GPT-6.1 Sol
Cheap cached input suits jobs that rerun the same instructions each week.
$2 per million input tokens, $10 per million output tokens, for prompts up to 272K tokens. Longer prompts cost $4 in and $15 out.
OpenAI docs as of October 11, 2026
Cheaper backup
Gemini 3.5 Flash-Lite
Low cost for simple data pulls and matching.
$0.30 per million input tokens, $2.50 per million output tokens.
Google docs as of October 11, 2026
Our own picks. Not sponsored, no affiliate links.
Build your prompt
Add your details, then copy the prompt into your tool.
2Your prompt
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Run your workflow
Connect your tools with only the access this setup needs, then follow these steps.
Steps
Do these in order. Test on old data before it touches live work.
- 1Connect Supabase with its own login, not yours. Grant a role limited to one table.
- 2Connect QuickBooks with its own login, not yours. Grant accounting data, no payments.
- 3Connect Gmail with its own login, not yours. Grant read-only plus compose (drafts) scopes.
- 4Paste the prompt where your harness takes instructions. See the note under the Copy button.
- 5Do a dry run on old or test data first. Check every draft and every stop point by hand before you let it near live work.
- 6Read its log after the first real run. Only widen access once a week of runs looks clean.
Safeguards and trust score
The score describes this example setup’s access, approval boundaries, ability to undo changes, and scope.
Can draft things that send or spend, so it sits close to risky actions.
Waits for a yes on: approving or cancelling any order, sending a chaser to a supplier, paying anything.
Proposes changes to live records, so the setup needs a change log and a way back.
Runs on its own login across 3 tools. Fewer connections means a smaller blast radius.
How to raise it
- Access: Take away its ability to send, post or spend. Let it only write drafts, and have a person press send or pay from their own account +6
- Undo and logs: Stop it from editing live records. Have it write the change as a proposal you apply, and keep a log of every change with a way to roll it back +3
- Scope: Cut it down from 3 connected tools to the 2 it needs most, each with its own limited login instead of your full account +2
Do all of these to reach 89, up from 78.
Want help getting there? Get an AI Trust Audit from Pixeldesigns
Reviewed by Trustcase (example setup). How scoring works
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