Supplier Onboarding Packet · Operations
Collect every new supplier's paperwork the same way, every time
From your policy page in Notion, it lists exactly which documents a new vendor owes, sets up a checklist, emails your secure upload link and chases what's missing.
Free account to start. Buying and running live need a paid plan.
- Starts when your form or app sends it something
- 2 AI steps
- A person approves before it acts
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Every vendor onboarding is different depending on who handles it.”
- “We pay suppliers before we have their W-9 or insurance certificate.”
- “Vendors asking for fast payment while emailing new bank details makes me nervous.”
What you get with the agent
- Required documents picked only from your Notion policy page, by vendor type: tax form, insurance certificate with your minimums, NDA, security questionnaire and so on.
- A vendor record in your Notion vendors database with a to-do checklist.
- A vendor email with the list and your secure upload link, approved by procurement first by default.
- Never asks for bank or payment details by email; those go only through the channel you name.
- After 5 business days, one reminder to the vendor for anything missing and a Slack DM to the requester.
Before
A team lead signs up a new cleaning company and asks to pay the first invoice quickly. Three weeks later there's still no W-9 or insurance certificate on file, and nobody's sure who should have asked.
After
The request triggers a checklist from your policy, a clear email with your upload link, and a reminder a week later. The requester knows exactly what's still missing.
How it works
The whole workflow, step by step.
Starts from your internal new-vendor form. The agent reads your vendor-onboarding policy page in Notion, and AI lists only the documents it requires for that type of vendor: tax form, insurance certificate with your minimums, NDA, security questionnaire for software, and so on. It creates the vendor record in your Notion vendors database with a to-do checklist and drafts the vendor's email with the list and your secure upload link. Review is on by default, so procurement approves the email first. After 5 business days it re-reads the checklist, and if anything is missing it reminds the vendor once and DMs the requester in Slack. It drafts and organises onboarding for a person to approve and makes no legal, credit or coverage decision. It never asks for bank details by email, and it doesn't verify tax IDs or documents or set up payments.
- TriggerNew vendor request
- App callRead your vendor policy page
- AI stepPick the required documents
- App callCreate the vendor record
- App callAdd the document checklist
- LogicApprove the email first?
- No email:No contact email
- Send without review:Email the vendor
- Review first:Approve the vendor email
- OutputNo contact email
- Human approvalApprove the vendor email
- Approved:Email the vendor
- OutputEmail the vendor
- LogicWait 5 business days
- App callCheck the vendor's status
- App callRead the checklist
- AI stepWhat's still missing?
- LogicAll documents in?
- Complete:Documents complete
- Missing documents:Remind the vendor
- OutputDocuments complete
- OutputRemind the vendor
- App callFind the requester in Slack
- App callTell the requester
- OutputVendor reminded
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1New vendor requestStarts when your internal “new vendor” form posts here: vendor name, contact, what they supply, the requester and expected spend.
- Step 2Read your vendor policy pageReads your vendor-onboarding policy page in Notion: which documents each type of vendor must provide (tax form, insurance certificate and minimums, NDA, security questionnaire…).
- Step 3Pick the required documentsAI matches the vendor to your policy and lists exactly the documents it requires for that type of vendor, then drafts the vendor's welcome email with the list and your secure upload link.
- Step 4Create the vendor recordAdds the vendor to your Notion vendors database (status “Awaiting documents”, contact and requester) with a summary.
- Step 5Add the document checklistAdds the required documents to the vendor's page as a to-do checklist; tick each one when it arrives.
- Step 6Approve the email first?With review on (the default) or anything unusual in the request, the vendor email waits for approval; otherwise it's sent at once. No contact email: nothing is sent.
- Step 7No contact emailThe vendor record and checklist were created; add the contact's email and send the list yourself.
- Step 8Approve the vendor emailProcurement checks the document list and the email in Reviews, edits it if needed and approves. Reject to send nothing.
- Step 9Email the vendorEmails the vendor the document list and your secure upload link, with replies to your procurement inbox.
- Step 10Wait 5 business daysPauses for 5 business days (Monday–Friday) while the vendor uploads their documents.
- Step 11Check the vendor's statusReads the vendor record's properties (e.g. Status = Complete or Cancelled).
- Step 12Read the checklistReads the vendor page's text, including which checklist items have been ticked.
- Step 13What's still missing?AI compares the ticked checklist with the required documents and drafts a short reminder to the vendor and a note to the requester when anything is still missing.
- Step 14All documents in?Complete (or cancelled) vendors stop here; otherwise the vendor is reminded and the requester told.
- Step 15Documents completeEvery required document is ticked (or the vendor was closed).
- Step 16Remind the vendorEmails the vendor the list of documents still missing and the secure upload link (once).
- Step 17Find the requester in SlackLooks up the person who asked for the vendor by their email.
- Step 18Tell the requesterDMs the requester which documents are still missing.
- Step 19Vendor remindedThe run history keeps the missing list, the reminder and the requester's note.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
New-vendor form: fictional Clearwater Cleaning Co., weekly office cleaning with an on-site crew, expected $18,000 a year, asks to be paid quickly.
The agent produces
Checklist from your policy: W-9, general liability COI with your minimums, signed NDA. Notion record created; email with the upload link waiting for approval, stating payment details are collected only via your AP portal.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $89 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Notion and Slack, connected in Settings → Integrations; a policy page and a vendors database in Notion.
- A secure upload link for vendor documents, and a new-vendor form that can post JSON to a webhook.
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Notion. Connect Notion and share your vendor policy page and vendors database with the Fluxo Flow integration (Settings → Integrations → Notion).
- Connect Slack. Connect the Slack workspace your requesters use (Settings → Integrations → Slack).
- Add your onboarding details. Open “Pick the required documents” and “What's still missing?” and replace the placeholder with your upload link, payment-details channel and sign-off.
- Pick the policy page and vendors database. Open the Notion steps and pick the account, your policy page and the vendors database.
- Add your procurement inbox. Open “Email the vendor” and “Remind the vendor” and enter the Reply-to address.
- Pick Slack. Open “Find the requester in Slack” and “Tell the requester” and pick the account.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, switch the webhook on and copy its URL and secret into your new-vendor form.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Procurement and accounts-payable teams
- Operations managers onboarding suppliers
- Facilities teams hiring contractors
- Finance leads tightening vendor controls
What it doesn't do
- It drafts and organises onboarding for a person to approve; it makes no legal, credit or coverage decision (it doesn't judge whether insurance is adequate).
- It never asks for bank or payment details by email: they're collected only through the channel you name.
- It doesn't verify tax IDs, certificates or documents, approve vendors or set up payments.
- It reads only your policy page's top-level text and sends one reminder; the 5-business-day wait needs Wait steps (migration 0062) in your workspace.
We list the limits up front so you can decide before you buy.
Price
$89 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Supplier Onboarding Packet.
Does it decide whether a vendor is approved?
No. It organizes onboarding for a person to approve and makes no legal, credit or coverage decision. It doesn't verify tax IDs or certificates or set up payments.
Will it add documents my policy doesn't require?
No. It only lists documents your Notion policy page names for that vendor type, and procurement approves each email by default.
What does setup involve?
About 20 minutes: a policy page and vendors database in Notion, Slack, a secure upload link and a new-vendor form that posts to a webhook. To run it live you need a paid plan and your own AI provider key (OpenAI, Anthropic, Google and others), added in Settings. Dry Run on sample data is free, so you can see real output before you commit.
Is it worth the price?
It's a one-time purchase that never renews. Missing paperwork at tax time, or one payment-fraud attempt, costs far more.
What should the form send?
A JSON POST with vendor_name, contact_name, contact_email, supplies, requester_email, expected_annual_spend and notes. Your form or site posts it with the webhook's signature header.
Where do the document rules come from?
Only from your Notion policy page (top-level text: headings, paragraphs and lists, not text inside toggles). The agent never adds a document your policy doesn't list.
Why won't it ask for bank details?
Emailed bank details are the most common route for payment fraud. The emails say payment details are collected only through the channel you name (e.g. your AP portal or a call-back to a known number).
What Notion database do I need?
A vendors database with Name (title), Status (select: Awaiting documents / Complete / Cancelled), Contact email (email), Requester (email). Tick the checklist items on the vendor's page as documents arrive, or set Status to Complete.
Is this a subscription?
No. Supplier Onboarding Packet is a one-time purchase of $89 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Supplier Onboarding Packet to work.
Free account, no credit card. Your Agents page opens with Supplier Onboarding Packet ready to buy and set up, then Dry Run it before it goes live.