The work the procurement team answers for
A budget holder wants a new supplier. The request arrives by email, in a Teams or Slack message, or as a form with documents attached. Procurement collects the questionnaire, the insurance certificate and the company details, checks them against the onboarding policy and chases whatever is missing.
The head of procurement answers for every supplier that gets through. Most of the work is routine follow-up. A few steps carry real risk, and the supplier’s bank details and first payment are the obvious ones.
Example requests
Examples only. Requests reach Xalios by email, Teams, Slack, a file or a schedule.
What the assistant answers, and when it refuses
Questions about suppliers and the procurement policy get answers from your own documents in SharePoint, OneDrive or Google Drive.
Every claim cited
Ask which documents a new supplier owes you and the answer quotes the onboarding policy, with a link to the clause. Whoever reads it can open the source and check.
Only what the asker may see
It follows your document permissions. A budget holder asking about a supplier contract gets an answer from it only if they could open the contract themselves.
A refusal, with the reason
When no document backs an answer, or it can’t confirm the asker may see the source, it refuses and tells the asker why.
What the agent does
The onboarding agent holds a role in procurement. It is set up from a plain-language job description and rules your team writes in plain English. The head of procurement is the named person responsible, and the agent can carry its own Microsoft Entra identity.
It does the routine follow-up across the apps your team already uses. It asks a supplier for a missing certificate, checks returned documents against the policy, updates the supplier record and tells the budget holder where things stand.
An onboarding has several steps and can take weeks, so each one runs as a case. The case holds every document, message and approval from the first request to a supplier ready to use.
About 200 business apps →What it can see and change
An example set-up. Your administrator grants each connection and decides what it can read and write.
What never runs alone
Your team marks the actions that are serious, and those never run alone at any level. In procurement the list would start with adding or changing a supplier’s bank details, approving a supplier for payment and agreeing contract terms.
Where the work moves money, it runs under a spending cap that can’t be switched off. No run of approvals changes either limit.
How autonomy works →Asking a supplier for a missing document, checking returned documents against the policy, updating the case and telling the budget holder where it stands.
Bank-detail changes, approval for payment and contract terms are prepared with their evidence, then wait for a named person at every level.
On the record
Every action, the check that let it run and who approved it go into one record. Here is one onboarding, traced end to end.
What the pilot measures
A paid 30-day pilot on one stream of work, starting with every item approved by a person. For procurement it produces two numbers.
Onboarding cycle time
Days from a budget holder’s request to a supplier ready to use, measured on your own onboardings across the 30 days.
Exceptions caught before payment
Mismatched details, missing documents and unverified bank details found before any money moves. Each one has its line in the record.
Start with one stream of supplier onboarding, with a person approving every item.
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