Vendors and purchase orders

Onboard vendors and keep every purchase order tracked from request to payment.

Vendor paperwork and POs live in email threads, so the tracker is always behind. Hops reads vendor emails, keeps the PO tracker current and chases missing documents.

How it runs: Scheduled. An automation runs every weekday at 4pm, updates the PO tracker from new emails and posts what changed. You can also ask Hops any time.

What it does

• Adds new POs from email. Hops reads vendor threads in Gmail and adds each new PO to the tracker.
• Updates delivery and invoice status. It matches POs against QuickBooks or Xero as goods arrive and bills come in.
• Lists missing onboarding documents. For example a W-9 or an insurance certificate not yet received.
• Drafts reminders. Anything missing for more than 5 days gets a reminder draft in Gmail.
• Uses your documents. Vendor files in Google Drive are checked against the onboarding checklist.

Ask Hops

Copy a prompt into any chat with Hops, or mention @Hops in a Space.

Update the PO tracker from this week's vendor emails.

Which vendors are missing onboarding documents?

Draft a reminder to Northwind for their insurance certificate.

List POs delivered but not yet invoiced.

What is the status of PO 2208 from Acme Supply?

Example reply:

PO tracker updated:

• 3 new POs added from vendor emails.
• Northwind still owes an insurance certificate; reminder drafted.
• 2 POs delivered and ready for invoice match.

What you get

• An answer in chat, in the same thread, whenever you ask.
• A weekday Slack post with what changed in the tracker and which vendors need a nudge.
• An updated PO tracker Table in Tables of the Space, refreshed on every run.
• Reminder email drafts in Gmail for missing documents.

Connections needed

Connect these apps. Each card opens Connections in the app.

Gmail

Vendor threads and reminder drafts.

QuickBooks

Purchase orders and bills (or Xero).

Google Drive

Vendor documents.

Slack

Posts tracker updates.

Set it up

1. Create the Space

   Create an operations Space. Pin the vendor onboarding checklist in Space context.

   See Spaces and Space context.

2. Connect your apps

   Connect the apps above in Connections.

   See Connections.

3. Add the skill

   Give Hops these instructions:

   You track vendors and POs. From vendor emails, add new POs, update delivery and invoice status, and list missing onboarding documents. Draft reminders for anything missing more than 5 days.
   

   See Build a skill.

4. Schedule it

   Every weekday at 4pm Hops updates the PO tracker Table from new emails and posts what changed.

   See Automation.