What is Vendor Inquiry Automation?
Vendor inquiry automation handles the steady stream of “Where's my payment?” emails that reach healthcare AP teams every day. Auxtri reads each incoming inquiry, identifies the invoice or PO it references, queries your ERP for current status, and pre-populates a draft response your team can review and send.
Built for healthcare AP teams running Workday Financial Management, Infor CloudSuite FSM, or Oracle Fusion Cloud Financials. The lookup work that used to take three to five minutes per inquiry happens in the background, so your team reviews drafts instead of researching from scratch.
The Challenge
A typical 400-bed health system receives 800 to 1,500 vendor inquiries every month. At three to five minutes per response, that is 40 to 125 hours of senior AP capacity gone to lookup work, every month.
The cost is not just the time. It is the exceptions that sit in the queue while the team chases payment-status questions, the discrepancies that slip through because nobody has bandwidth for follow-through, and the vendor relationships that fray because responses are slow.
How It Works
Five steps, all running automatically before your AP team opens the review queue.
Email Received
A vendor emails your AP mailbox asking about invoice status or payment timing.
Sender and Domain Verification
Auxtri checks the sender against the vendor's known email domains, flags lookalikes and spoofed senders for human review, and scopes any data lookup to the verified vendor only.
Inquiry Extraction
Auxtri pulls invoice numbers, PO references, vendor details, and the specific question being asked from each email body and attachment.
ERP Data Lookup
Real-time query to your Workday, Infor CloudSuite FSM, or Oracle Fusion system retrieves current status, payment dates, and relevant details.
Response Draft
A professional response is drafted with accurate information, ready for your team to review and send.
Review queue with automated response drafting
The Team Dashboard
Every AP team member opens the same operational view: queue health, ingestion trends, vendor match rates, and urgent items. Managers get more depth: productivity by team member, response time trends, exception rates, and the audit trail compliance reviewers ask for.
Shared visibility for the whole team. Manager-level reports layer productivity, response time, and audit trail on top.
Key Capabilities
An AI email assistant for AP teams, with the integrations and guardrails healthcare requires.
AI Email Assistant for AP Teams
Auxtri reads vendor inquiry emails the way an experienced AP analyst would: identifying the invoice, classifying the question, and drafting a reply with the right information from your ERP.
ERP Integration
Native connectors for Workday Financial Management, Infor CloudSuite FSM, and Oracle Fusion. Real-time data, not batch exports.
Sender Verification
Auxtri validates that each inquiry comes from a legitimate vendor contact and flags lookalike domains, spoofed senders, and phishing attempts for human review before any reply is drafted.
Domain Protection
Data lookups are scoped to the verified vendor's domain. Even if a sender impersonates a vendor, Auxtri cannot pull information about a different vendor and cannot release data outside the matched domain.
Response Templates
Customizable templates ensure responses match your organization's tone and include required disclaimers or contact information.
Human-in-the-Loop
Every response is reviewed by your team before sending. Edit, approve, or reject with a single click.
Expected Results
Healthcare AP backlog reduction, measured.
Related
More on what Auxtri does and how it differs from other automation approaches.
Statement Reconciliation
When vendors send statements listing dozens of invoices, Auxtri extracts every line item, matches them against your ERP, and summarizes paid, pending, and missing invoices in minutes.
Read more→Auxtri vs RPA
RPA automates clicks. Vendor inquiries require comprehension. See why scripted bots cannot handle vendor communication and how Auxtri approaches the problem differently.
Read more→See Vendor Inquiry Automation Live
Schedule a demonstration to see how Auxtri handles real vendor inquiry emails against your ERP. Bring your own samples. We will process them live.
Want to quantify the impact first? Calculate your ROI →