Prerequisites

The AI agents page allows users to manage intelligent agents that automatically process vendor emails. An AI Agent is an automation that reads incoming requests, applies SOP logic, and either acts directly (such as sending a reply) or drafts an action for review.

Make sure the following are in place before using or configuring an agent:

Access

• You must have an active account in AI Agent Studio with permissions to view and configure AP Inbox agents. If you're unsure of your access level, contact your system administrator.

Data readiness

• Invoice and payment data must be available and current in your AP system. Agents query this data in real time — they do not cache or store records independently. If your ERP data is incomplete, delayed, or contains gaps, agent responses will reflect that.
• At minimum, agents need access to: 
  • invoice number 
  • invoice date
  • vendor name
  • payment status 
  • payment date (if paid) 
  • payment method, and 
  • payment reference number.

Email Configuration (Optional but recommended)

• A response email template can be configured to standardize the tone, format, and content of outbound replies. Without a template, the agent generates a response dynamically, but a template gives you control over branding, disclaimers, and formatting consistency.