An AI order confirmation agent reads each supplier confirmation, whether a PDF, an email or a portal message, and extracts the quoted prices, quantities, dates and terms.
Opens the supplier's confirmation email or portal notice.
Ties the confirmation to the issued order by number and lines.
Checks price, quantity, dates and ship-to against the PO.
Accepts differences or asks the supplier to correct them.
Confirmed, confirmed with changes or rejected is recorded.
It compares those values line by line to the PO and lists every difference, such as a later date, a changed unit price or a substituted item.
It records matching confirmations against the PO and sends differing ones to the buyer with the comparison attached.
Confirmations arrive in many formats and are often skimmed rather than compared, so a small change can slip into the order unnoticed.
Each supplier words and lays out confirmations differently, so reading them takes time.
A date moved by a week or a price rounded up hides inside an otherwise normal reply.
Without a prompt, buyers assume silence means acceptance.
The PO owner may not be the person who received the message.
Receiving goods can be read as agreeing to terms nobody reviewed.
Picks up the supplier reply from the mailbox or portal and links it to the right PO by number and vendor.
Reads item, quantity, unit price, delivery date, ship-to and payment terms from the document.
Matches each line to the PO and marks values that differ, with the size of the difference.
Labels the reply as matches, minor difference or material difference, using thresholds your team sets.
Records clean matches and sends differences to the buyer with the side-by-side view.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Reading | Buyers skim confirmations for the obvious and miss line-level changes. | Every line of the confirmation is compared against the PO. |
| Differences | A changed price or date is found later, at invoice time. | Differences are listed at confirmation, while the buyer can still respond. |
| Format variety | PDFs, portal screens and email text each need their own reading. | One comparison regardless of how the supplier replied. |
| Unconfirmed orders | Missing confirmations go unnoticed. | Orders without a confirmation are listed with the days waiting. |
| Audit trail | The agreed terms live in an email thread. | The confirmed terms are stored against the order. |
| If | Then | Who decides |
|---|---|---|
| Confirmation matches the PO on every line | Marks the order confirmed and files the message | Buyer sees it in the log |
| Confirmed price differs from the PO | Flags the line and drafts a query to the supplier | Buyer |
| Confirmed delivery date is later than requested | Records the new date and notes the gap | Buyer and requester |
| Supplier changes quantity or unit of measure | Marks confirmed with changes and holds the order for review | Buyer |
| Confirmation cites no PO number | Suggests the likely order and asks for a human match | Buyer |
| Supplier states extra terms or conditions | Highlights the wording for review, without accepting it | Procurement manager or legal |
The agent records which lines are confirmed and leaves the rest open. The buyer decides whether to wait or chase.
Substitutions are listed beside the original lines, with no change to the PO. The buyer and requester decide.
The agent treats it as receipt of the order, not agreement to terms. The buyer decides if a fuller confirmation is needed.
The later one is compared with the earlier. Any difference goes to the buyer.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Pick suppliers that confirm by email and check the comparisons by hand.
Include suppliers whose confirmations sit in a portal once email matching is trusted.
Let the agent draft correction requests for the buyer to edit and send.
Add the waiting list and agree how long is too long per category.
A low rate suggests unclear POs or suppliers who quote from old price lists. Look at which fields differ most often.
Quick answers to what people ask most about order confirmation.
Book a demoIt is the supplier's stated acceptance of the PO and the terms they will deliver on. If those terms differ from the PO, they are a counter-offer until your buyer agrees.
The terms are often used interchangeably. Some teams use acknowledgment for a simple receipt of the PO and confirmation for a reply that restates price, quantity and date.
The agent lists the differences and sends them to the buyer. The buyer accepts, negotiates or asks for a corrected confirmation, and may amend the PO.
It can draft them, but a person reviews and sends. This keeps commitments under your control.
What is purchase order tracking?
→What is delivery tracking?
→A purchase order budget check tests whether funds are available for an order before the company commits to it.
→What is order expediting?
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
