An AI onboarding questionnaire dispatch agent reads the request, spend range, data access and supplier type, then proposes which question sets apply, such as security, privacy, finance or conduct.
Agent reads the supplier type and spend category.
Agent matches a questionnaire version to the risk profile.
Agent writes a note explaining why each section matters.
Risk owner confirms the questionnaire choice and sends it.
Questionnaire reaches the supplier by portal or email.
Agent logs opens, partial answers and missing sections.
It prepares the dispatch with the supplier's contact and a due date, and removes questions already answered in documents the supplier has supplied before.
Once a person releases the questionnaire, the agent tracks opened, partial and complete states and drafts nudges for questions that are still blank.
Sending every supplier the same long form wastes their time, and sending a short form to a high-risk supplier leaves gaps nobody notices.
A low-risk stationery vendor gets the same questions as a processor of customer data, which slows both.
Buyers pick the wrong version from a shared folder or reuse an outdated one.
Suppliers are asked for information already given in a certificate or earlier review.
Without a stated return date, questionnaires sit in inboxes while the purchase waits.
Answers arrive by email, portal and spreadsheet, and nobody sees which suppliers are still outstanding.
The agent collects the purchase category, expected spend, data types touched and region from the request and supplier record.
It proposes the question sets that apply and explains why each was chosen, so a reviewer can add or remove sets.
Questions already covered by documents on file are marked as pre-filled or skipped, with the source shown.
The package goes to the owner with the recipient, deadline and cover note for approval and release.
The agent monitors status per supplier and drafts reminders for incomplete or overdue sections.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Version choice | Buyers copy the last questionnaire they used, relevant or not. | Agent proposes the version tied to category and data access, showing why. |
| Length | Every supplier gets the long form, so replies stall. | Lower-risk suppliers are proposed shorter forms the risk owner can approve. |
| Cover note | Suppliers receive a bare attachment with no explanation. | Each dispatch includes a plain note on purpose, deadline owner and help contact. |
| Tracking | A spreadsheet notes who received what and when. | Dispatch dates and section progress are recorded against the supplier record. |
| Version control | Old form versions stay in circulation for months. | Agent only proposes the current approved version and flags retired ones. |
| If | Then | Who decides |
|---|---|---|
| the supplier will handle personal data | propose the privacy section as well as the base form | Privacy lead |
| the supplier will connect to internal systems | include the security section and mark it for security review | Security lead |
| spend category is low risk and no data access | propose the short form | Risk owner |
| a questionnaire version is retired | block it from selection and suggest the current one | Risk owner |
| the supplier has answered a prior questionnaire recently | offer to reuse earlier answers for the supplier to confirm | Buyer |
| a section is returned blank | flag the gap and draft a request for that section | Buyer |
The agent logs the refusal reason and drafts a note offering a call. The risk owner decides whether to accept alternative evidence.
The agent compares the new scope with the old answers and suggests only the sections that changed. The risk owner confirms the scope.
The agent flags the signature step and tells the buyer who must sign on the supplier side. Nothing is signed by the agent.
The agent maps what it can to the form fields and lists the gaps. The reviewer decides if the format is acceptable.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Agree the approved questionnaire set and retire old versions.
Run proposals for a single category with people choosing.
Let data access and category drive the section choices.
Check whether any section is never read and trim it.
It shows how often suppliers return a usable questionnaire on time. A fall in the rate can mean the form is too long or going to the wrong contact.
Quick answers to what people ask most about onboarding questionnaire dispatch.
Book a demoIt is an AI agent that chooses and prepares the right due diligence questionnaire for a supplier and tracks the answers. A person approves the scope and releases it.
It looks at spend, category, data access and region, proposes the matching question sets and shows its reasoning so a reviewer can change them.
It can mark questions as covered when a current document on file answers them, showing the source. A reviewer can still ask for confirmation.
People do. The agent organises responses and flags gaps or contradictions, but acceptance and risk decisions stay with reviewers.
Supplier invitation is the step where a business formally asks a new supplier to begin onboarding, usually by email or portal link.
→Onboarding document collection is the step of gathering the files a supplier must provide before it can be activated, such as incorporation papers, policies and certificates.
→Supplier registration is the step where a new supplier's basic details are captured and entered as a vendor record.
→Tax form collection is the step of obtaining the correct tax documentation from each supplier, such as a W-9 or W-8 series form in the US or local equivalents elsewhere.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
