PO Acknowledgement & Confirmation Tracker

The problem this kills

You issue a purchase order and assume it's accepted. Then on delivery day you discover the supplier never confirmed it, shipped half the quantity, bumped the price, or quietly pushed the date out two weeks. Nobody chased the silence, because chasing silence is nobody's full-time job.

The truth is that an issued PO is only an offer until the supplier acknowledges it. Most buyers have no clean record of which POs were confirmed, on what terms, or how long each supplier takes to respond. The gaps live in inboxes and PDF attachments, and the surprises land at the worst possible moment.

This plan kills the surprise. You get one place that knows the difference between "ordered," "acknowledged," and "acknowledged with changes" - and that won't let a quiet date slip or price bump sail through unnoticed.

What you'll build

A small, private web app - just for your team - that:

• Loads your open POs (number, supplier, and per-line ordered price, quantity, and promised date).
• Captures acknowledgements three ways: a supplier-facing confirm link, a pasted confirmation email, or an uploaded PDF.
• Compares the confirmed values against what you ordered, line by line.
• Auto-confirms clean matches and holds any mismatch - a price delta, a short ship, a date slip - for a buyer to review.
• Sends reminder emails for POs nobody has acknowledged yet, on a cadence you choose.
• Shows a dashboard of confirmation status and time-to-acknowledge per supplier, with a one-click CSV export.

What's inside the Implementation Plan

• It starts by interviewing you about your business. Before a single line is built, the plan has the AI agent ask you about your real PO numbering, your line fields and units, how your suppliers actually confirm today, your peak volumes, and your messy exceptions. This is not a generic template - the data model and the match rules are shaped around your answers, and the agent reads a short spec back to you for a thumbs-up before building.
• A step-by-step build, each step ending with a ready-to-paste prompt.
• The full data model for POs, lines, and acknowledgements - with PO number as the dedupe key so one acknowledgement of record exists per PO revision.
• The discrepancy engine that flags date slips and price/quantity deltas prominently.
• The reminder cadence, the supplier confirm form, and the paste-the-email fallback.
• A "No API yet?" path so you can run the whole thing today from a Google Sheet or CSV, with no integration to your ERP.

The governance it includes (this is the point)

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own POs and acknowledgements.
• A complete audit trail - who captured an acknowledgement, who accepted or rejected a discrepancy, and exactly when.
• A hard human-in-the-loop gate: when a supplier confirms a different price, quantity, or date than you ordered, the PO is not marked confirmed until a buyer reviews the difference and explicitly accepts or rejects it.
• Duplicate guards keyed on PO number so the same confirmation can't be recorded twice.

Who it's for

Buyers and procurement teams who issue purchase orders and currently assume they're accepted - and who are tired of finding out at the dock that a supplier never confirmed, or quietly changed the terms. If you live between an ERP and a supplier inbox, this is for you.

You've got this - paste the first prompt and let the agent interview you.