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Agents Payment Exception Communication Agent
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Payment Exception Communication Agent

Monitors payment workflows, proactively notifies stakeholders of exceptions, and delivers timely, context-rich updates automatically.

About the Agent

Accounts payable teams are routinely burdened by fragmented communication, delayed payment updates, and manual follow-ups with suppliers and internal stakeholders. These inefficiencies lead to a surge in inquiries, miscommunications, and costly delays, all of which erode productivity and hamper the supplier experience in the payment issue process.

The Payment Exception Communication Agent solves this by continuously aggregating payment event and exception data—including approval statuses, workflow updates, invoice data, supplier contact information, and exception logs. Leveraging these data sources, it proactively monitors for new exceptions and automates the composition of context-specific notifications using generative AI, ensuring personalized and accurate messages are delivered to each stakeholder.

By automating notification workflows, personalizing communications, and reducing the need for manual intervention, this agent rapidly reduces inquiry volumes and miscommunication risk. Ultimately, it increases process and employee productivity while enhancing supplier satisfaction and confidence via real-time, transparent updates throughout the payment lifecycle.

Accuracy
TBD

Speed
TBD

Input Data Set

Sample of data set required for Payment Exception Communication Agent:

Payment Exception Event Data


Event ID: EXC-2023-4815
Timestamp: 2023-10-26T14:30:00Z
Status: NEW - ACTION REQUIRED




Invoice Details


    

  • Invoice Number: INV-QD-98765
    • 

  • Invoice Date: 2023-10-15
    • 

  • Supplier Name: Quantum Dynamics
    • 

  • Supplier ID: QD-7890
    • 

  • Invoice Amount: 15,250.00 USD
    • 

  • Due Date: 2023-11-14
    • 

  • Description: Q3 Cloud Hosting Services & Late Fee
    • 





Associated Purchase Order


    

  • PO Number: PO-AS-45221
    • 

  • PO Amount: 15,000.00 USD
    • 

  • PO Line Item: Cloud Infrastructure Services
    • 





Exception Details


    

  • Exception Code: PAY-HOLD-03
    • 

  • Exception Type: Amount Mismatch - Invoice Exceeds PO
    • 

  • Description: Invoice amount ($15,250.00) exceeds approved purchase order amount ($15,000.00) by $250.00.
    • 

  • System Justification: Automated 3-way match failed. Payment placed on hold pending review.
    • 





Stakeholder Contact Information


    

  • Supplier Contact:
      

    • Name: Accounts Receivable
      • 

    • Email: accounting@quantumdynamics.com
      • 

    

    • 

  • Internal AP Specialist:
      

    • Name: Jane Doe
      • 

    • Email: jane.doe@apexsolutions.com
      • 

    

    • 

  • Internal Requestor (Budget Owner):
      

    • Name: John Smith
      • 

    • Email: john.smith@apexsolutions.com
      • 

    • Department: IT Infrastructure
      • 

    

    •

Deliverable Example

Sample output delivered by the Payment Exception Communication Agent:

Generated Stakeholder Communications for Exception EXC-2023-4815


This report contains the drafted notifications for all relevant stakeholders regarding the payment exception on Invoice INV-QD-98765.




1. Supplier Notification Draft


    

  • Recipient: Quantum Dynamics (accounting@quantumdynamics.com)
    • 

  • Subject: Action Required: Query Regarding Invoice INV-QD-98765
    • 

  • Format: Email
    • 



Body:


Dear Quantum Dynamics Accounts Receivable Team,


We are writing to you regarding your invoice INV-QD-98765 for $15,250.00, dated October 15, 2023.


Our system has placed a temporary hold on this payment due to a mismatch with the associated Purchase Order, PO-AS-45221. The approved PO amount is $15,000.00, resulting in a variance of $250.00.


To resolve this, please review the discrepancy and provide clarification or a revised invoice to our Accounts Payable department. Our internal team has been notified and will review the corresponding purchase order for any required amendments.


We apologize for any inconvenience and are working to resolve this promptly.


Sincerely,
Apex Solutions Accounts Payable




2. Internal AP Specialist Notification Draft


    

  • Recipient: Jane Doe (jane.doe@apexsolutions.com)
    • 

  • Subject: New Payment Exception: Invoice/PO Mismatch for Quantum Dynamics
    • 

  • Format: Internal System Alert (AP Workflow Queue)
    • 



Body:


Action Required: Payment Exception EXC-2023-4815


A payment hold has been automatically placed on Invoice INV-QD-98765 from supplier Quantum Dynamics (ID: QD-7890).


    

  • Reason: Invoice amount ($15,250.00) exceeds PO amount ($15,000.00).
    • 

  • Variance: $250.00
    • 

  • Associated PO: PO-AS-45221
    • 

  • Budget Owner: John Smith (IT Infrastructure)
    • 



Next Steps:


    

  1. Review invoice and PO documentation.
    2. 

  2. Contact the budget owner, John Smith, to determine if a PO amendment is required.
    3. 

  3. Communicate with the supplier if a revised invoice is needed.
    4. 



A notification has been sent to the supplier. Please investigate and clear the exception within 3 business days.




3. Internal Budget Owner Notification Draft


    

  • Recipient: John Smith (john.smith@apexsolutions.com)
    • 

  • Subject: For Your Information: Payment Hold on PO-AS-45221
    • 

  • Format: Email
    • 



Body:


Hi John,


This is an automated notification to inform you that a payment for Invoice INV-QD-98765 from Quantum Dynamics, related to your department's PO-AS-45221 (Cloud Infrastructure Services), has been placed on hold.


The invoice amount of $15,250.00 exceeds the approved PO amount of $15,000.00.


An AP Specialist will be in contact with you shortly to validate the additional charge and determine if a PO amendment is necessary. No immediate action is required from you at this time.


Thank you,
AP Bot

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