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File Purchase Packets
File approved orders and signing documents in finance handoff folders
Use this Agent instantly or customize it - no programming needed
- Approved purchase ordersApproved purchase orders
Your approved orders provide the supplier, order number, and purchase order PDF.
- Signed agreementsSigned agreements
Your signed agreements come from attachments on the approved orders.
- Signing proofsSigning proofs
Your signing proofs come from attachments on the approved orders.
- Filing settingsFiling settings
Your settings choose the finance folder, attachment names, order folder pattern, and coordinator.
Your purchase order system provides approved orders, their PDFs, and attached signing files.
- Missing paperwork listMissing paperwork list
Your coordinator gets each affected order number and the signing file it lacks.
- Complete order packetsComplete order packets
Your finance folder holds each approved order PDF with its matching agreement and signing proof.
- Rejected upload reportRejected upload report
You get the order number when the folder rejects an upload, ready for the next workday scan.
This Agent scans approved orders at your chosen workday time. It checks the attached agreement and signing proof against the order. It files complete packets by order number for finance.
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Google DriveUsed as:
- Purchase order system
Google Drive provides approved orders, their PDFs, and attached signing files.
- Shared folder tool
Google Drive keeps each complete packet in a folder named for its order number.
AirtableUsed as:
- Purchase order system
Airtable provides approved orders, their PDFs, and attached signing files.
monday.comUsed as:
- Purchase order system
monday.com provides approved orders, their PDFs, and attached signing files.
Google ContactsUsed as:
- Purchase order system
Google Contacts provides approved orders, their PDFs, and attached signing files.
- Shared folder tool
Google Contacts keeps each complete packet in a folder named for its order number.
KintoneUsed as:
- Purchase order system
Kintone provides approved orders, their PDFs, and attached signing files.
Made for your industry
File Purchase Packets is made for businesses in these industries.
- Retail
File approved inventory orders with their signed supplier paperwork.
Show all Agents for the Retail industry - Construction
File approved construction orders with their signed paperwork for finance.
Show all Agents for the Construction industry - Wholesale Distribution
File approved stock orders with their signed supplier paperwork.
Show all Agents for the Wholesale Distribution industry - Manufacturing
File approved supplier orders with their signed paperwork for finance.
Show all Agents for the Manufacturing industry - Government
File approved public purchase orders with their signing records.
Show all Agents for the Government industry
Made for your role
File Purchase Packets is made for people in these roles.
- Procurement Specialist
File approved orders with their matching signing documents.
Show all Agents for the Procurement Specialist role - Procurement Manager
Keep approved orders and signed supplier paperwork together for finance.
Show all Agents for the Procurement Manager role - Accounts Payable Clerk
Place complete purchase packets in your finance handoff folder.
Show all Agents for the Accounts Payable Clerk role
Made for your department
File Purchase Packets is made for people in these departments.
- Procurement
File approved orders with their signed supplier paperwork for finance.
Show all Agents for the Procurement department - Accounts Payable
Put complete purchase packets in the shared finance handoff folder.
Show all Agents for the Accounts Payable department
How File Purchase Packets works
4 steps, in order, on every run.
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Find approved ordersList approved purchase orders and gather their PDFs and attachments. Capture supplier names and order numbers.
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Match signing filesDownload the agreement and signing proof using your naming rules. Check both against the supplier and order; hold uncertain matches for review.
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File complete packetsLabel the three PDFs by order number. Create or replace the packet folder in your finance handoff folder and upload the files.
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Report filing problemsReport missing files and upload failures by order number. Send missing-file details to your chosen contact. Retry failed uploads on the next workday scan.
How to Get Started
Connect the tools you already use, such as Google Drive, Airtable or monday.com.
5 tools
- Choose the finance handoff folder and the workday run time.
- Set the agreement and signing-proof attachment naming rules, the order-number folder pattern, and the person to contact when the paperwork is incomplete.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the File Purchase Packets:
Choose your finance handoff folder and workday run time. Set the attachment naming rules, order-number folder pattern, and contact for missing paperwork.
Your chosen contact gets the order number and missing file. The Agent holds the packet instead of filing a partial set.
Your team can review the unclear match. The Agent holds the packet when two files fit or names conflict with the order.
You get the order number so you can see what failed. The Agent retries that folder on the next workday scan.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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