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An AI agent for supplier onboarding documents
Short answer
An AI agent gathers a new supplier's documents on one request, checks that they concern the right company and period, and points out what needs clarifying. The company approves the list of required documents, and a named person decides on registering the supplier. The agent costs from €3,000 net at Syntalith and, with 60 supplier registrations a month at 90 minutes each, pays back in 1.4 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- net per agent for one process, build paid once
- from €3,000
- from signing the contract to acceptance
- 6–16 weeks
- free prototype on your cases
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Procurement and suppliers: statistics 2026
1.4 mo.
payback of a €3,000 agent with 60 supplier registrations a month: €3,141 of work today, €946 with checking and the model. Scenario.
20.0%
According to Eurostat (2025), 20.0% of EU companies with at least 10 employees used AI.
Source: Eurostat, 20% of EU enterprises use AI technologies (2025) ↗
55.0%
According to Eurostat (2025), 55.0% of large EU enterprises with 250 or more employees used AI.
Source: Eurostat, Use of artificial intelligence in enterprises (2025) ↗
90%
According to the European Commission (2026), 90% of companies that use AI say people take the decisions, and 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer on AI and algorithmic management (2026) ↗
40%
According to Gartner (2025), over 40% of agentic AI projects will be cancelled by the end of 2027 because of costs, unclear value or weak risk controls.
Figures checked: 22 October 2026
The attachment arrived, but for whom
A supplier sends a statement required by the internal list. The request holds the name of the company being registered and its registration number. The attachment, however, concerns an affiliated company with a similar name and a different number. Beside this item, the agent shows the name and number from the request, next to the details from the attachment and a link to the page where it found them, so the person running the registration sees why the item stays open.
The agent prepares a request for a statement for the company on the request, and an employee checks the draft and sends the message. If the supplier replies that the affiliated company's document should be enough, the case goes to the person authorised to assess it. The period is checked separately: a statement for last year, when the current one is required, needs clarifying even when the company matches.
- 01Listrequired documents approved by the company
- 02Collectionattachments from the registration inbox and the folder on the request
- 03Checkthe company, the registration number and the period in the document
- 04Requesta draft message asking for the missing document
- 05Decisiona named person approves the registration
- It adds no requirements beyond the approved list
- It does not accept an affiliated company's document
- It does not approve the supplier or activate its record in the system
- It does not create a new request when a file is sent again
What it costs and when it pays back
- Today
- 60 supplier registrations × 90 min = 90 h (€3,141)
- With the system, a person checks the output in 30% of the time
- €942
- Model, 3 calls per case, Claude Sonnet 5.5
- €4
- Cost of one case
- €52.35 today, €15.77 with the system
- Saving
- €2,195 a month
Payback of €3,000
1.4 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 8,000 input and 800 output tokens per call at Anthropic's rates, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026.
The count covers the work around a case: searching, reading, writing and passing things on. What remains is the time to check the output, 30% of today's work in the scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a €0 test that takes 5 working days.
An identical file sent again stays in the history without a new request, and when the content has changed, the reviewer knows which version they are looking at. The count keeps 30% of today's work for checking and decisions.
Is your current system or portal enough
First check whether a supplier can complete the request in one place. A well-set form asks for specific information, and the workflow names the employee responsible for the next step; procurement systems often have supplier registration modules. If the problem is a missing field or the wrong person receiving the request, start with configuration. When suppliers have no convenient place for their documents, a supplier portal helps. An agent makes sense when documents arrive by email in different forms anyway, and procurement rebuilds the state of the case from several threads.
A missing field or the wrong person in the workflow
configuration of the registration module
no build
Suppliers have nowhere to submit documents
a supplier portal
from €3,000
Documents arrive by email in different forms
an agent that completes the request and checks company and period
from €3,000
Where to start
The first scope covers one list of documents and the registration inbox. When the process owner changes the list, the agent points out the items to check again. Counterparty checks in procurement describes supplier qualification in purchasing. We build this as part of AI agents. For the free process review, a description of one case from recent weeks and the tools it ran through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.
Worked example · Scenario
How we count the payback: supplier documents
We run the same count for your procurement in the free process review.
€698
a month for checking 40 counterparties by hand
Payback: 5.1 mo.
30 minutes to check a counterparty and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. We measured the model cost of the simpler profile, €0.009, in our counterparty profile system, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026. Avoided losses are a scenario: we assume that 1 in 800 suppliers checked is a company that would not have paid, and that the check protects €6,900 on average. In the review we calculate it on your receivables.
See the full calculation →
