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Inquiry Resolution Agent

Generates personalized resolution summaries and delivers timely notifications to efficiently close accounts payable inquiries.

Managing supplier and stakeholder inquiries in accounts payable can be time-consuming and prone to delays. Manual tracking, repeated communications, and inconsistent follow-ups often slow resolution, increase operational costs, and reduce overall productivity.

The Inquiry Resolution Agent addresses these challenges by analyzing inquiry records, resolution logs, specialist notes, user profiles, and supplier contact data to generate clear, actionable resolution summaries. These summaries are automatically delivered to the relevant stakeholders, accompanied by links to supporting documentation or dashboards for immediate review and closure.

By providing complete contextual information and automating the final communication step, the agent accelerates inquiry resolution, reduces manual workload, and ensures consistent, accurate messaging. This streamlined approach enhances stakeholder satisfaction and improves operational transparency within accounts payable operations.

Accuracy
TBD

Speed
TBD

Input Data Set

Sample of data set required for Inquiry Resolution Agent:

Inquiry Resolution Record

  • Inquiry ID: INQ-73491
  • Date Received: 2024-03-14
  • Status: Resolved / Pending Notification
  • Assigned Specialist: Sarah Jenkins

Requester Information:

  • Company: Quantum Dynamics Inc.
  • Contact Name: David Chen
  • Contact Email: d.chen@quantumdynamics.com
  • Inquiry Channel: Supplier Portal

Inquiry Details:

  • Subject: Status of Invoice QD-INV-8812
  • Original Message: "We are checking on the payment status for our invoice QD-INV-8812 for $15,250. Our records show it was submitted 35 days ago and is now past due. Please provide an update."

Associated Documents:

  • Invoice Number: QD-INV-8812
  • Purchase Order: PO-IC-2024-567
  • Amount: $15,250.00

Resolution Log & Specialist Notes:

  • 2024-03-14: Initial review by S. Jenkins. Invoice found in system but on hold. Hold Reason: QTY_MISMATCH.
  • 2024-03-15: Contacted InnovateCorp receiving department (Ref: Warehouse Ticket T-9811). They confirmed the delivery of 50 units, matching the PO. The receiving document was updated.
  • 2024-03-15: System hold on invoice QD-INV-8812 was manually released by S. Jenkins.
  • 2024-03-16: Invoice successfully passed 3-way match validation. Status updated to 'Approved for Payment'.
  • Final Note from Specialist: The initial discrepancy was due to a clerical error at goods receiving which has now been rectified. The invoice is fully approved and is scheduled for the next payment cycle.

Actionable Data:

  • Payment Status: Scheduled
  • Scheduled Payment Date: 2024-03-22
  • Payment Dashboard Link: https://innovatecorp.portal/supplier/payments/status?invoice=QD-INV-8812

Deliverable Example

Sample output delivered by the Inquiry Resolution Agent:

Subject: Resolution for Your Inquiry Regarding Invoice QD-INV-8812

To: David Chen, Quantum Dynamics Inc. From: InnovateCorp Accounts Payable Date: March 16, 2024 Inquiry Reference: INQ-73491

Dear David Chen,

Thank you for your recent inquiry regarding the payment status of invoice QD-INV-8812 for $15,250.00. We have completed our review and are pleased to provide you with the following resolution summary.


Resolution Summary

Our investigation found that the invoice was temporarily placed on hold due to a quantity discrepancy between the invoice and the initial goods receipt record associated with purchase order PO-IC-2024-567.

We have since worked with our receiving department to verify the delivery details. They have confirmed the correct quantity was received, and the associated records have been updated. The hold has been removed, and the invoice has been fully approved for payment.

Payment Status

Invoice Number Amount Status Scheduled Payment Date
QD-INV-8812 $15,250.00 Approved March 22, 2024

The payment is scheduled for our next processing cycle on March 22, 2024.

Supporting Links

You can view the real-time status of this invoice and other pending payments by visiting our Supplier Payment Portal:


We apologize for any inconvenience this delay may have caused. We appreciate your partnership.

Sincerely, The InnovateCorp Accounts Payable Team

How did we do? Please take a moment to provide feedback on this resolution:

Maximize Impact Across Core Functional KPIs

Process Cycle Time
Employee Productivity
Cost Savings
Operational Excellence

Dramatically shortens the inquiry-to-resolution lifecycle by automating the final communication and information-sharing steps, ensuring swift case closure.

Accelerate Inquiry Resolution
  • Triggers instant notifications to stakeholders as soon as a resolution is available.
  • Prevents delays caused by manual handoffs and follow-up communications.
  • Provides all necessary context and documentation upfront to avoid back-and-forth questions.
  • Closes the loop faster between internal resolution and external communication.
Streamline Case Closure
  • Delivers a clear call-to-action for review and closure in every notification.
  • Maintains a consistent and efficient process for closing out all AP inquiries.
  • Reduces the queue of open inquiries by speeding up the final confirmation step.
  • Ensures resolved cases are formally closed in the system without manual intervention.

Frees up accounts payable specialists from manual follow-ups and summary creation, empowering them to focus on high-value financial analysis and exception handling.

Automate Repetitive Communication
  • Generates clear, actionable resolution summaries from inquiry logs and specialist notes.
  • Automatically delivers personalized notifications to relevant suppliers and internal stakeholders.
  • Embeds direct links to supporting documentation or dashboards for quick reference.
  • Drafts consistent messaging based on historical resolution data and user profiles.
Reduce Manual Workload
  • Eliminates the need for specialists to manually track and consolidate inquiry details.
  • Synthesizes data from multiple sources like resolution logs and user profiles into a single summary.
  • Reduces time spent searching for context by providing all information in one place.
  • Frees up team capacity to handle more complex, value-added tasks.

Lowers operational expenses by minimizing the manual labor hours required for each inquiry and reducing costs associated with prolonged resolution times.

Decrease Labor Costs
  • Reduces the person-hours spent on drafting emails and summarizing resolution details.
  • Minimizes overtime and resource strain during high-volume inquiry periods.
  • Allows for reallocation of AP staff to more strategic, cost-saving activities.
  • Lowers the cost-per-inquiry by increasing throughput with existing staff.
Optimize Resource Allocation
  • Frees up specialist time from low-value, administrative tasks.
  • Enables the AP team to handle a higher volume of inquiries without increasing headcount.
  • Provides data on resolution times to identify further process optimization opportunities.
  • Ensures that senior specialists focus only on exceptions, not routine communication.

Enhances supplier and stakeholder relationships by delivering consistent, accurate, and timely communications, improving operational transparency and satisfaction.

Enhance Stakeholder Satisfaction
  • Ensures prompt and professional communication for every resolved inquiry.
  • Provides suppliers with clear, comprehensive updates, reducing their need for follow-ups.
  • Maintains a consistent brand tone and format for all outbound resolution notifications.
  • Improves supplier payment experiences through proactive and informative updates.
Improve Process Transparency
  • Creates a standardized audit trail of final communications for every inquiry.
  • Delivers complete contextual information to all parties, ensuring everyone is aligned.
  • Links directly to source documentation, providing verifiable proof of resolution.
  • Provides management with clear visibility into inquiry closure rates and times.

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