> ## Documentation Index
> Fetch the complete documentation index at: https://hopsdocs.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# 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.

<Info>
  **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.
</Info>

## 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.

<Frame>
  <img src="https://mintcdn.com/hopsdocs/E03FYifT87c9QmFJ/images/use-cases/operations-vendor-onboarding.gif?s=a74007fe5a78434cf5534bf818be5229" alt="Gmail connection, Hops reads 26 vendor threads and updates the PO tracker" width="1440" height="810" data-path="images/use-cases/operations-vendor-onboarding.gif" />
</Frame>

## Ask Hops

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

```text theme={null}
Update the PO tracker from this week's vendor emails.
```

```text theme={null}
Which vendors are missing onboarding documents?
```

```text theme={null}
Draft a reminder to Northwind for their insurance certificate.
```

```text theme={null}
List POs delivered but not yet invoiced.
```

```text theme={null}
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.

<CardGroup cols={3}>
  <Card title="Gmail" icon="envelope" href="https://app.hops.ai/my-hops/connections">
    Vendor threads and reminder drafts.
  </Card>

  <Card title="QuickBooks" icon="plug" href="https://app.hops.ai/my-hops/connections">
    Purchase orders and bills (or Xero).
  </Card>

  <Card title="Google Drive" icon="google-drive" href="https://app.hops.ai/my-hops/connections">
    Vendor documents.
  </Card>

  <Card title="Slack" icon="slack" href="https://app.hops.ai/my-hops/connections">
    Posts tracker updates.
  </Card>
</CardGroup>

## Set it up

<Steps>
  <Step title="Create the Space">
    Create an **operations** Space. Pin the vendor onboarding checklist in Space context.

    See [Spaces](/docs/spaces/overview) and [Space context](/docs/spaces/space-context).
  </Step>

  <Step title="Connect your apps">
    Connect the apps above in **Connections**.

    See [Connections](/docs/connections/overview).
  </Step>

  <Step title="Add the skill">
    Give Hops these instructions:

    ```text theme={null}
    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](/docs/agents/build-a-skill).
  </Step>

  <Step title="Schedule it">
    Every weekday at 4pm Hops updates the PO tracker Table from new emails and posts what changed.

    See [Automation](/docs/spaces/automation).
  </Step>
</Steps>


## Related topics

- [Operations & project management](/teams/operations.md)
- [Explore use cases](/use-cases/overview.md)
- [Invoice approvals](/teams/finance/use-cases/invoice-approvals.md)
- [Compliance question](/teams/legal/use-cases/compliance-question.md)
- [Monday trading brief](/teams/operations/use-cases/weekly-ops-report.md)


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