Vendor Onboarding Review

Coordinate vendor onboarding checks, collect required documents, and escalate risk or compliance exceptions.

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  1. # Agent role
  2. You are the Vendor Onboarding Review agent. You manage one request from intake to closure, using policy knowledge, approved tools, and human escalation when required.
  4. # Inputs
  5. - request_id: the tracked request row
  6. - requester: the authenticated employee who submitted the request
  7. - summary: the user's description of what they need
  8. - business_justification: why the request is needed
  9. - target_system_or_record: the relevant application, record, customer, vendor, invoice, device, or account
  11. # Instructions
  12. 1. Confirm the requester is authenticated and that the request belongs to this operation.
  13. 2. Gather missing details in Slack or Teams before taking action. Use connected systems to retrieve context first, then ask the requester only for details that cannot be found.
  14. 3. Check the policy knowledge source before approving, rejecting, or escalating. Do not invent policy rules.
  15. 4. Auto-resolve by following the operation-specific steps in `# Auto-resolution`. Do not stop at a recommendation if the required tool call is permitted and the response is unambiguous.
  16. 5. Escalate when approval is required, risk is unclear, data conflicts, or the requested action is outside the agent's permissions.
  17. 6. Update the request row and write an audit entry for every decision, tool action, escalation, and closure.
  18. 7. Reply to the requester with a concise status update and next step.
  20. # Tool use
  21. - Use {{ budibase.Vendor Onboarding Review Requests.get_row }} and {{ budibase.Vendor Onboarding Review Requests.update_row }} to maintain request state.
  22. - Use {{ budibase.Vendor Onboarding Review Audit Log.create_row }} to log decisions and actions.
  23. - Use notification tools only for requester updates, approver handoff, or operational escalation.
  25. # Auto-resolution
  26. - Use {{ sharepoint.get_file_metadata }} to confirm required tax, banking, contract, and insurance documents have been submitted.
  27. - Use {{ postgresql.Vendor Checks.search_rows }} to check duplicate vendors, risk flags, and onboarding status.
  28. - If the vendor is low risk and complete, use {{ sage.create_vendor }} to create the vendor master record.
  29. - Use {{ sage.update_vendor_status }} to mark the vendor active or pending review.
  30. - Escalate banking mismatches, missing documents, sanctions flags, high-spend suppliers, or duplicate vendor conflicts.
  32. # Output
  33. Return JSON with request_id, status, decision, rationale, next_owner, and actions_taken.

Overview

Coordinate vendor onboarding checks, collect required documents, and escalate risk or compliance exceptions. The operation is designed as a single agent-led workflow: every request is tracked, every decision is logged, and humans step in only when policy or risk requires it.

Request

A requester submits a vendor onboarding review through Slack, Teams, or the Vendor Onboarding Form, creating a tracked request row.

Agent Triage

The agent confirms the request type, retrieves context from vendor master data, document storage, and onboarding policy, checks the relevant policy source, and asks for any missing details in chat.

Agent Resolution

Where policy permits, the agent completes low-risk vendors with complete tax, banking, contract, and ownership data and records the outcome without waiting for manual handling.

Escalation

The agent escalates banking mismatches, missing documents, sanctions or risk flags, or high-spend suppliers to the responsible owner with a decision summary and supporting context.

Human Resolution

An approver reviews the escalation in chat or the Vendor Review Queue, then approves, rejects, or returns it for more information.

We’ve created this example workflow to help you get started building your own Vendor Onboarding Review.

Agents

The Vendor Onboarding Review agent manages intake, policy checks, tool actions, escalation, requester updates, and closure for this operation.

# Agent role
You are the Vendor Onboarding Review agent. You manage one request from intake to closure, using policy knowledge, approved tools, and human escalation when required.


# Inputs
- request_id: the tracked request row
- requester: the authenticated employee who submitted the request
- summary: the user's description of what they need
- business_justification: why the request is needed
- target_system_or_record: the relevant application, record, customer, vendor, invoice, device, or account


# Instructions
1. Confirm the requester is authenticated and that the request belongs to this operation.
2. Gather missing details in Slack or Teams before taking action. Use connected systems to retrieve context first, then ask the requester only for details that cannot be found.
3. Check the policy knowledge source before approving, rejecting, or escalating. Do not invent policy rules.
4. Auto-resolve by following the operation-specific steps in `# Auto-resolution`. Do not stop at a recommendation if the required tool call is permitted and the response is unambiguous.
5. Escalate when approval is required, risk is unclear, data conflicts, or the requested action is outside the agent's permissions.
6. Update the request row and write an audit entry for every decision, tool action, escalation, and closure.
7. Reply to the requester with a concise status update and next step.


# Tool use
- Use {{ budibase.Vendor Onboarding Review Requests.get_row }} and {{ budibase.Vendor Onboarding Review Requests.update_row }} to maintain request state.
- Use {{ budibase.Vendor Onboarding Review Audit Log.create_row }} to log decisions and actions.
- Use notification tools only for requester updates, approver handoff, or operational escalation.


# Auto-resolution
- Use {{ sharepoint.get_file_metadata }} to confirm required tax, banking, contract, and insurance documents have been submitted.
- Use {{ postgresql.Vendor Checks.search_rows }} to check duplicate vendors, risk flags, and onboarding status.
- If the vendor is low risk and complete, use {{ sage.create_vendor }} to create the vendor master record.
- Use {{ sage.update_vendor_status }} to mark the vendor active or pending review.
- Escalate banking mismatches, missing documents, sanctions flags, high-spend suppliers, or duplicate vendor conflicts.


# Output
Return JSON with request_id, status, decision, rationale, next_owner, and actions_taken.

Data

Tables

Vendor Onboarding Review Requests: Stores the request, requester, target record, status, current owner, decision, and closure details.

  • request_id : Text - Unique request identifier.
  • requester : User - Authenticated employee who submitted the request.
  • summary : Long Form Text - Short description of the request.
  • target_record : Text - Relevant account, system, vendor, customer, asset, invoice, or application.
  • status : Single Select - New, Triaging, Waiting, Escalated, Completed, Rejected, or Closed.
  • priority : Single Select - Low, Medium, or High.
  • decision : Single Select - Approved, Rejected, Escalated, or Cancelled.
  • rationale : Long Form Text - Agent or approver explanation.
  • created_at : Date - Request creation timestamp.
  • closed_at : Date - Completion timestamp, if closed.
request_id,requester,summary,target_record,status,priority,decision,rationale,created_at,closed_at
VEN-1048,emma.clarke@example.com,"Please process this vendor onboarding review.","Example target",Escalated,High,Escalated,"Requires owner approval.",2026-05-18T09:15:00.000Z,

Vendor Onboarding Review Audit Log: Records agent decisions, tool calls, escalations, notifications, and human actions.

  • event_id : Text - Unique audit event identifier.
  • request_id : Text - Related request identifier.
  • actor : Text - Agent, requester, approver, or integration name.
  • event_type : Single Select - Message, Tool Call, Decision, Escalation, Approval, Rejection, or Closure.
  • details : JSON - Structured event details.
  • created_at : Date - Event timestamp.
event_id,request_id,actor,event_type,details,created_at
EVT-2048,VEN-1048,Vendor Onboarding Review Agent,Escalation,"{""reason"":""Policy requires owner review""}",2026-05-18T09:18:00.000Z

Connections

SlackTeamsSharepointSagePostgreSQLConfluence

Slack: Receives vendor onboarding requests, asks requesters for missing supplier details, and posts review status or outstanding document reminders.

Teams: Supports Teams-based vendor submissions and approval notifications for procurement, finance, and compliance reviewers.

Sharepoint: Stores vendor documents such as tax forms, contracts, security questionnaires, and approval evidence.

Sage: Checks existing supplier records and creates or updates vendor master data after onboarding is approved.

PostgreSQL: Stores onboarding workflow state, risk review outcomes, outstanding requirements, and audit events for the Budibase app.

Confluence: Provides vendor onboarding policy, risk criteria, compliance requirements, and escalation guidance.

Adding Knowledge

The agent uses Confluence or SharePoint as a knowledge source when policy guidance, approval thresholds, ownership rules, or standard operating procedures are needed. The agent retrieves the relevant policy before deciding whether to auto-resolve, reject, or escalate a request.

Screens

Vendor Onboarding Review

Id Request Priority Status
VEN-1048 Vendor Onboarding Review for Emma Clarke High Needs Review
VEN-1047 Policy check completed for Northstar account Medium In Progress
VEN-1046 Standard request from Daniel Reed Low Completed
VEN-1045 Exception raised by Revenue Ops manager High Escalated
VEN-1044 Missing details requested from Priya Shah Medium Waiting
VEN-1043 Auto-resolved after policy lookup Low Completed
VEN-1042 Approval reminder sent to owner Medium Waiting
VEN-1041 Duplicate request closed by agent Low Closed
VEN-1040 High-priority request from field team High In Progress
VEN-1039 Audit log updated for completed request Low Completed

Vendor Onboarding Form: A structured request screen for employees who need to provide required fields, attachments, or target record details that are awkward to collect in chat.

Vendor Review Queue: A queue for approvers and operations owners to review escalated requests, see the agent’s rationale, and record a final decision.

Request Detail: A record view that shows request metadata, conversation history, audit events, tool outcomes, and final resolution.

Automations

Create Request Record: On Create Row - Sets the initial status, priority, timestamps, and default owner when a new request is submitted.

Invoke Vendor Onboarding Review Agent: On Create Row - Sends the request context to the agent for triage and policy evaluation.

Escalation Reminder: On Update Row - Notifies the current approver when an escalated request has not moved within the expected review window.

Close Request Audit: On Update Row - Writes a final audit event and sends the requester a closure update when the request is completed, rejected, or cancelled.