Smarter Week

How to automate it

How to automate “answer vendor emails asking when they will be paid”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, every day
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Let vendors check payment status themselves

A supplier portal or automatic remittance emails answer "when will I be paid?" before vendors ask.

Typically saves about 60% of the time45 min to set up
  1. 1Check whether your AP tool has a supplier portal or remittance emails (BILL, Tipalti, Coupa Supplier Portal, Ramp).
  2. 2Turn on automatic remittance advice for every payment.
  3. 3Add a line to your PO and invoice instructions pointing vendors to the portal.
  4. 4Reply to status emails with the portal link plus the due date.

Tools: BILL · Tipalti · Coupa Supplier Portal · Ramp

Fix 2 of 2

AI

Have AI draft vendor status replies from the payment record

Paste the vendor email and the invoice status from your system; AI writes a clear, polite reply you check and send.

Typically saves about 35% of the time5 min to set up
  1. 1Look up the invoice status, approval step and scheduled pay date.
  2. 2Paste the vendor email and those details into the AI assistant with the prompt below.
  3. 3Check the dates and amounts, then send.
  4. 4Save the best replies as templates.
Prompt to copy
Draft a short, polite reply to this vendor about their payment. Facts: invoice [NUMBER] for [AMOUNT], status [RECEIVED / AWAITING APPROVAL / SCHEDULED / PAID], scheduled pay date [DATE], payment method [ACH / CHECK / CARD]. If something is missing from their side, ask for it clearly: [WHAT IS MISSING OR NONE]. Do not promise anything not listed here.

Vendor email:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Outlook Copilot or Gmail "Help me write"

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

AP / AR specialist

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Other common tasks for AP / AR specialists