Use cases · Procurement & Supply Chain

Vendor intake, approvals, and renewals — prepared by agents, decided by procurement

Workflows 5 patterns
Human oversight built into every one
All departments /use-cases

The reality in procurement

Supplier inquiries arrive in a shared inbox and get copied into a spreadsheet when someone has time. Vetting depth depends on who does the vetting: one buyer checks registrations, another takes a brochure at face value. PO approvals live in email threads where “approved” is a reply nobody can find six months later. Renewal dates sit in a contracts folder until the auto-renewal has already fired. And the highest-risk message in the function — “please update our bank details” — looks exactly like routine correspondence.

What changes with governed agents

Brahmalabs connects the supplier inbox as a verified email channel — a channel only goes live once connectivity is proven. Inbound mail becomes structured work — extracted, researched, written to Data Tables — instead of unread backlog. Vendor lists and contract records are typed tables inside the platform, read and written by workflows directly, so the system of record and the automation are the same thing.

Approvals are enforcement, not ceremony. Runs are durable: a request can park for days on a pending approval without burning compute, and SLA timeouts escalate instead of expiring silently. Research the agents produce is cited — a claim about a supplier’s registration links to its source, and a figure in a comparison brief points to the quote it came from. Reviewers check sources, not summaries of summaries.

For the platform team: agents execute in sandboxed containers with network egress allowlists, and each run’s actual outbound domains are captured on the run page. Credentials stay in a vault and resolve server-side — agents get capabilities, not keys. Every extraction, decision, and configuration change lands in an append-only audit log across eight event categories.

What stays human

Every commitment. Vendor acceptance, award decisions, spend above threshold, renewals — an agent assembles the context and a named person decides. Payment-detail changes are the hard case: always human-gated, with no threshold below which the gate opens. An agent cannot approve its own proposal, and the approval inbox is the only path to yes. Agents propose; humans decide — that is the design, not a disclaimer.

The workflows
01

Vendor intake from email

Trigger A supplier inquiry arrives on the connected email channel — Gmail, Microsoft 365, or IMAP.
Flow An agent extracts company, contact, and offering from the thread, then researches the supplier — registrations, basic firmographics — with a citation for every claim, and writes the result to the vendor table.
Human gate A procurement reviewer approves or rejects each candidate; nothing enters the approved vendor list without a decision.
Output A vendor row in Data Tables with sourced research attached and a recorded accept or reject decision.
02

PO approval above thresholds

Trigger A purchase request lands via webhook — from your intake form or purchasing system — with amount, vendor, and cost center.
Flow The workflow checks the amount against approval thresholds, assembles context — vendor history from the table, prior spend — and routes the request to the matching approval tier.
Human gate Above threshold, N-of-M approvers must agree; SLA timeouts escalate up the chain, and the run parks durably until someone decides.
Output An approved or rejected PO record with every decision, approver, and timestamp in the audit log.
03

Contract renewal tracking

Trigger A daily schedule scans the contracts table for renewal dates entering their notice window.
Flow For each contract approaching renewal, an agent assembles current terms, spend to date, and owner from the table, and drafts a renewal brief with options.
Human gate The contract owner decides to renew, renegotiate, or exit; the agent prepares the case but never contacts the vendor on its own.
Output A renewal brief delivered to the owner and an updated status on the contract row.
04

RFQ comparison briefs

Trigger Supplier quotes logged against an open RFQ reach the response deadline, or a sourcing lead starts the run manually.
Flow An agent normalizes quotes across price, lead time, and terms, flags gaps and outliers, and drafts a comparison brief in which every figure cites its source quote.
Human gate The sourcing lead makes the award decision; the brief informs it, and the agent never selects a supplier.
Output A versioned comparison artifact linked to the RFQ record for the decision file.
05

Bank-detail change gate

Trigger A supplier emails a request to change payment details — the classic invoice-fraud vector.
Flow The agent flags the request, cross-checks sender and account details against the existing vendor record, and assembles a verification packet; it has no path to update payment data itself.
Human gate Always human-gated: a finance approver confirms the change in the approval inbox — no threshold, no exception, no automatic path.
Output A recorded approve or reject decision in the append-only audit log before any record changes.
Platform pieces this leans on
Channel agents (email inbound) N-of-M approvals with SLA escalation Data Tables Durable runs Schedules with overlap policies Append-only audit log Versioned artifacts Credential vault

Start with one workflow. The free tier is enough to run a real one — agents propose, your team decides.

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