Have you had AI write all your supplier chaser emails from one list?

You paste the list of late orders and AI writes one short email per supplier with their PO numbers and dates. You check and send them all at once.

How to automate it

How to automate “chase suppliers about late or missing orders”

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.

45 min

typically, every day

55%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AIBest fix

Have AI write all your chaser emails from the late-order list in one go

Export the open late orders and AI writes one short, specific email per supplier. You check and send in a batch instead of writing each one.

Typically saves about 45% of the time5 min to set up

1Export open POs that are late or due this week.
2Paste them into an approved AI assistant with the prompt below.
3Check each email and send.
4Record promised dates back in the system.

Prompt to copy

Below is a list of late or due purchase orders. Write one short email per supplier listing their PO numbers, items, quantities and due dates, and ask for a confirmed ship date and tracking number by [DATE]. Polite and direct. Keep all numbers exactly as given.

[PASTE LIST]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Software feature

Get suppliers to confirm and update orders in a portal

Supplier portals and advance ship notices mean suppliers confirm dates and send tracking themselves, so you only chase the ones that go quiet.

Typically saves about 40% of the time4 h to set up

1Check whether your ERP or procurement tool has a supplier portal (SAP Ariba, Coupa, NetSuite, Dynamics 365 and others do).
2Start with your top 10 suppliers by order count.
3Ask them to confirm every PO and send ship notices through it.
4Set an alert for POs not confirmed within two days.

Tools: SAP Ariba · Coupa · ERP supplier portal · project44 or FourKites for shipment tracking

Quick wins

Have you tried…

Have you had AI write all your supplier chaser emails from one list?: You paste the list of late orders and AI writes one short email per supplier with their PO numbers and dates. You check and send them all at once.

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.

Inventory / supply planner Purchasing / buyer

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