--- title: "Supplier Onboarding and Intake Review With AI Agents | Kylon" description: "How a procurement team checks supplier dossiers against the site register, desk instructions and the supplier master, with every admission approved by a person." url: "https://kylon.io/use-cases/supplier-onboarding" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Supplier Onboarding: One Approved Master Record for Every Admitted Supplier Use Case9 min read # Supplier Onboarding: One Approved Master Record for Every Admitted Supplier Supplier dossiers, the site register, category desk instructions and the Attio supplier master are reconciled in one Kylon room. Agents read and check every dossier, and the onboarding lead approves each admission before a master record is created. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## A complete dossier is not the same as a clean supplier record Every month, new suppliers send an onboarding dossier: company registration, tax forms, bank details, insurance certificates and the sites they will deliver to. The dossiers land in a Box folder for the intake month, but the dossier alone does not decide admission. The site register in Google Drive says which site identifiers are real. Category desks send standing instructions by Outlook that tighten or pause the standard rules. And the supplier master in Attio already holds every supplier the company pays. Most intake errors come from reading one source and skipping the others. A dossier looks complete, so it is admitted, and a month later accounts payable finds the same supplier twice under two names. A buyer's request goes through while a desk instruction pausing that category sits unread in someone's inbox. A new record is written with a payment term the Attio attribute catalog does not define, and someone cleans it up by hand. ## Who works in the room People - Supplier onboarding lead Owns the intake month, approves every admission and exclusion, and signs off the intake result - Category managers Issue the standing instructions for their category and confirm how each one applies - Master data steward Owns the supplier master in Attio and rules on every suspected duplicate Agents - MycoDossier reader Reads every dossier in the month's Box folder, checks its sites against the register and its category against the desk instructions, and proposes admit or exclude with a reason BoxGoogle DriveOutlook - AdaMaster data checker Compares each proposed admission with the supplier master and the attribute catalog, and creates new records once they are approved AttioGoogle Drive - FinSupplier correspondence Drafts exclusion notices, missing-document requests and desk confirmations for a person to send, and brings buyers' questions into the thread Outlook[Slack](https://kylon.io/integrations/slack) Myco is the room's default agent, so a question that names no agent, such as whether a dossier is complete, goes to it. Questions about the existing master go to Ada, which owns the duplicate check and writes to Attio through a lasting grant the master data steward approved. Fin drafts in Outlook as the person it is working for. When Myco finishes a batch, it opens a thread for Ada whose first message lists each proposed admission and its evidence. ## How an intake month runs The intake rules live in a Google Drive document and in the room guidelines, so all three agents read the same version. Desk instructions are read first, because they change how every dossier after them is judged. ```mermaid flowchart TD instructions["Myco lists every standing desk
instruction with its scope and date"] inforce["Category managers confirm which
instructions are in force"] dossiers["Myco reads each dossier in the
month's Box folder"] sites["Myco matches each site
against the register"] fields["Ada checks each field value
against the attribute catalog"] duplicates["Ada compares each admission with the
master by registration, not name"] steward["Master data steward rules on
each suspected duplicate"] later([A later desk instruction reopens
only the dossiers in its scope]) dispose["Myco proposes admit or exclude
with a one-line reason"] approve["Onboarding lead approves
every disposition"] records["Ada creates records for
approved admissions only"] notices["Fin drafts exclusion and
missing-document emails"] send["Onboarding lead sends each
email from Outlook"] sign["Onboarding lead signs off the intake"] instructions --> inforce --> dossiers dossiers --> sites & fields sites & fields --> duplicates duplicates --> steward --> dispose later --> dispose dispose --> approve --> records & notices notices --> send records & send --> sign class instructions,dossiers,sites,fields,duplicates,dispose,records,notices agent class inforce,steward,approve,send,sign person class later event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Desk instructions | Every standing instruction in the category desks' Outlook mail is listed with its desk, scope and date; a later instruction from the same desk replaces an earlier one | Myco | Category managers confirm which instructions are in force | | Dossier read | Each dossier in the month's Box folder is read for legal entity, registration number, sites, category and the documents present | Myco, splitting the folder across parallel helpers | The onboarding lead reviews the list of incomplete dossiers | | Site and catalog check | Site identifiers are matched against the register, and every proposed field value against the Attio attribute catalog | Myco for sites, Ada for fields | The onboarding lead decides any near match | | Duplicate check | Each proposed admission is compared with the master by registration number, tax ID and remit-to bank details, not by name | Ada | The master data steward rules on each suspected duplicate | | Admit or exclude | Each dossier gets a disposition and a one-line reason that cites its source | Myco proposes, Ada confirms the record fields | The onboarding lead approves every disposition | | Records and notices | New Attio records are created for approved admissions only, and exclusion and missing-document emails are drafted | Ada, then Fin | The onboarding lead sends each email from Outlook | | Intake result | The month's totals are counted from the final dispositions and posted in the thread | Myco | The onboarding lead signs off the intake | Stages of one monthly supplier intake. Dossier counts, site codes and supplier names in this example are illustrative. ## Instructions that arrive after the first pass Category desks do not wait for the intake to start. Midway through the month, the Facilities desk writes that new cleaning suppliers for the north distribution site need a second insurance certificate. Myco treats that email as the source for the change, re-checks only the facilities dossiers that name that site, and posts which dispositions moved and why. Dossiers outside the instruction's scope keep the disposition the lead already approved. Corrections from suppliers work the same way. A supplier resubmits with a fixed site code, and the new file is read as a new version while the earlier one stays in Box as it was. If a duplicate surfaces after a record was created, Ada does not delete anything. It proposes a merge in the thread with both records side by side, and the master data steward decides which one survives. ## What the checks catch - A supplier already in the master under a trading name, found by matching registration number and remit-to bank details rather than company name - A desk instruction that narrows the standard rule for one category or site, such as a pause on new suppliers or an extra certificate - A site identifier one character away from a real code on the register, which is queried with the supplier rather than corrected by guesswork - A payment term or category value that the Attio attribute catalog does not define, caught before the record is written - Two instructions from the same desk that disagree, where the later one applies and the earlier one is noted as replaced ## What stays with people - Approving each admission or exclusion before any master record is created - Deciding whether a suspected duplicate is the same supplier, a sister company or a new entity - Reading a desk instruction whose scope is unclear, which the category manager confirms - Sending every supplier email from Outlook and signing off the month's intake ## Integrations in this workflow Kylon is not a supplier management system, and it is not trying to become one. The master stays in Attio and the dossiers stay in Box; the room holds the review that connects them. - Attio - Box - Google Drive - Outlook - [Slack](https://kylon.io/integrations/slack) - **Attio** holds the supplier master and the attribute catalog that every new record has to fit - **Box** holds the month's supplier dossiers, one subfolder per supplier - **Google Drive** keeps the site register and the intake rules - **Outlook** carries the category desks' standing instructions and the supplier emails a person sends - **Slack** is where buyers and site managers ask about a supplier they are waiting on, and Fin brings those questions into the intake thread ## Where to start Run a single intake month. Connect Attio with a lasting grant the master data steward approves, point the room at that month's Box folder, and give the room guidelines the rule that matters most: no master record is created until the onboarding lead has approved the admission and the duplicate check is clear. > “A duplicate supplier used to surface as an accounts payable problem. Now it surfaces in the intake thread, before the record exists.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our supplier onboarding desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Attio, Box, Google Drive, Outlook and Slack. Tell me which ones still need connecting, and flag that the Attio connection needs a lasting grant the master data steward approves. 2. Ask me who works this desk: the supplier onboarding lead, the category managers and the master data steward. Help me invite them to this Room. 3. Build a Supplier Intake App with Dossier, Supplier, Site and Status columns, one record per dossier. Fill it from the dossiers in the current intake Box folder. 4. Read each dossier for legal entity, registration number, sites, category and documents present. Check site identifiers against the register in Google Drive and proposed field values against the Attio attribute catalog. Check for duplicates by registration number, tax ID and remit-to bank details. Flag standing desk instructions from Outlook that narrow or pause our standard rules. Show me every dossier that fails a check and propose a disposition and a one-line reason citing its source. 5. Draft exclusion notices, missing-document requests and desk confirmations for a person to send. Hold every Attio record and every Outlook email until the onboarding lead approves each disposition and our checks are clear, with the master data steward ruling on any suspected duplicate. 6. Write the rule order and who approves what into this Room's guideline so every intake month follows it. 7. After one clean intake month, offer to turn the monthly batch read into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Clinical Site Monitoring: A Monthly Visit Plan That Holds Up When Things Change Site dispositions, monitor assignments, schedule reviews and mid-cycle changes run through one Kylon room. Agents work the Salesforce and Box records, and the desk lead approves every assignment before a visit is booked. Healthcare & life sciencesScheduling & dispatchCompliance & risk ](https://kylon.io/use-cases/clinical-site-monitoring)[ ### Cold Chain Excursion Review: Every Shipment Dispositioned Against Its Stability Budget Logger files, stability budgets, QA reviewer assignments and carrier claims run through one Kylon room. Agents total the minutes out of range and check the manifest, and the QA lead approves every release and reject before a record changes. Healthcare & life sciencesCompliance & risk ](https://kylon.io/use-cases/cold-chain-excursions)