AI purchase order follow-up for procurement teams

Less supplier chasing. Fewer late surprises.

Kaizen follows up with suppliers on every open purchase order, reads their replies and warns you before a late part stops production. Anything that costs money waits for your approval.

Join the waitlistSee an order get resolved or book a call

Runs on your purchase mailbox and an Excel export of open orders. Suppliers change nothing.

PO-1048 · Shreeji Precision

600 precision brackets

Needed by18 Nov

The order went out. The supplier has gone quiet.

PO sent to supplier8 Nov
No confirmation for 3 daysUnconfirmed
Start with the tools you use today
  • Gmail
  • Outlook
  • Excel or CSV
Integration details

Your ERP knows what you ordered. Nobody knows if it will arrive.

Today that gap is filled by a buyer chasing vendors from a phone and an inbox. Kaizen does that supplier follow-up for them, and hands them only the decisions.

TodayWith Kaizen

Your buyer emails and calls vendors one by one to ask if an order is confirmed.

Kaizen asks every supplier about every open order, on the schedule you set.

A late part is found out when the truck does not turn up.

You hear about it days before production needs the part, with the options and their cost.

The latest date sits in someone’s inbox, or in their head.

One order record that buying, planning and stores all read.

Extra costs get agreed on a phone call and nobody writes them down.

Every cost is approved by a named person and kept with the order.

How it works · PO-1048, 600 precision brackets

One purchase order, start to finish. Kaizen works every stage.

The same order as above, stage by stage: how Kaizen finds it, chases it, reads the reply, spots the risk, asks your buyer and tracks it to the stores.

01Connect

Start from what you already have.

Point Kaizen at the purchase mailbox and an Excel or CSV export of open orders. It builds one list of every open line, and shows which ones have no confirmed date.

KWhere your orders live todayIllustrative example
  • Purchase mailboxGmail or Outlook supplier threads
  • Excel or CSVOpen order lines from your ERP

One list of open orders42 lines

  • PO-1048Shreeji Precision · 600 brackets15 Nov
  • PO-1052Omkar Castings · 40 housingsNo date
  • PO-1061Sai Polymers · 2,000 bushesNo date

6 lines have no confirmed date. Kaizen starts there.

02Chase

Nobody replied. Kaizen follows up, by your rules.

You set the playbook: how long to wait, what comes next, and when a person gets told. Kaizen runs it on every open order and stops the moment the supplier answers.

Follow-up playbook · Standard suppliersSet by you
  1. No acknowledgement in 48 hoursEmail reminder
  2. Still silent after 72 hoursSecond email, tell the buyer
  3. Still silent after 96 hoursWhatsApp or phone callExperimental
  4. Any change to cost, date or drawingAsk R. Kulkarni
  1. 8 NovPO sent to Shreeji Precision
  2. 10 NovNo acknowledgement. Reminder emailed
  3. 11 NovStill silent. Second email, buyer told
  4. 12 NovSupplier replies. Follow-up stops

03Read

Your PO says 15 Nov. The email says 22 Nov.

The reply is matched to the right order, line and drawing revision. Quantities and dates are pulled out of the supplier’s own words.

Supplier emailIllustrative example

Mahesh Patil · Shreeji Precision Components

“We can send 400 to reach you on 16 Nov. The remaining 200 will arrive on 22 Nov.”

Air freight is available for the balance: 17 Nov, ₹2,400 extra.

K
Matched to PO-1048 / 20

Precision bracket · Rev C checked · 400 + 200 = 600 accounted for

04Spot the risk

200 parts. Four days too late.

Kaizen compares the new dates with when production needs the parts, and brings the supplier’s recovery option and its cost to your buyer.

KKaizen checks the need dateIllustrative example
200 parts at risk4 days late
Production needs them18 Nov
Balance would arrive22 Nov

The delay is visible six days before the build date. Your buyer gets the recovery option and what it costs.

05You decide

One clear decision for your buyer.

Anything with a cost, a changed term or a new drawing waits for a named person. Make the call yourself in the card and watch what Kaizen does next. Nothing is sent.

Your team approves costs and commitments.

Waiting for R. Kulkarni12 Nov · Illustrative

Bring the remaining 200 parts by air?

Extra freight₹2,400
Balance arrives by air17 Nov

Your call. Kaizen will not act until someone decides. Pick one to watch what happens next.

06Close the loop

Tracked until the parts are accepted.

A confirmed date is not the end. Kaizen follows the order through dispatch and goods receipt, and keeps rejections open with an owner.

Received against PO-1048 / 2016 Nov
  • 390 accepted
  • 10 rejected
  • 200 to arrive
  • Goods receipt GRN-5091 logged by stores. 400 received, tracker updated.
  • Balance of 200 waits on your decision. and pick an option to see how this record continues.
  • 10 rejected parts. Quality has the task, and Kaizen has asked for 10 replacements before 18 Nov. The order stays open until they arrive.

Illustrative example. Fictional data, nothing sent, no live order changed.

What could your procurement team get back?

Move the sliders to match your purchasing team. The result is a simple estimate of the time spent chasing suppliers, and how much of it Kaizen could hand back.

Chasing time means writing the reminder, reading the reply and updating the order sheet. The share Kaizen takes over is your assumption, not a promise.

Put a value on the time (optional)

Only the unit changes. Nothing is converted.

INR

Your estimate

Time spent chasing today
120hours a month
Time given back each month
60hours a month
Time given back each year
720hours a year
That is roughly
7.5working days a month, at 8 hours a day

An estimate from your own numbers. A pilot measures the real figure against your baseline.

Where the value comes from.

Three measures we agree with you and track during a pilot, starting from your own baseline. They are not results already achieved.

  • More capacity for buying decisions

    Time your team spends following up, recording updates and reviewing exceptions, measured before and during the pilot.

    Chaser → Reply → Record

  • Earlier warning of delivery risks

    Days between a supplier delay being detected and the production need date, and the share of open lines with a confirmed arrival date. Avoided last-minute freight counts only once it actually happens.

    Reply → Need date → Decision

  • Fewer unresolved receipts

    Outstanding quantities against each order, how long rejections stay open, and issues without an assigned owner.

    Receipt → Rejection → Owner

Every change has a source. Every exception has an owner.

One order, one record. Watch it fill in as the order moves: what the supplier said, what Kaizen did, what your buyer decided, and what is still open. When the decision comes up, it is yours to make.

PO-1048 / 20Shreeji Precision Components · 600 precision brackets
Recording as it happens

    Works with your mailbox and ERP export. Suppliers change nothing.

    Kaizen sits between your suppliers and your team. It does the chasing and the record keeping in the tools you already use, and hands your team only the decisions.

    Your suppliers

    • Keep replying by email
    • No portal, no login
    • Nothing changes on their side

    Kaizen, at work

    1. Confirmed date 19 Nov written to the sheetPO-1052
    2. Reply read and matched to the order linePO-1052 / 10
    3. Follow-up sent to Omkar CastingsPO-1052

    Your team

    • Reviews exceptions on one screen
    • Approves costs and commitments by name
    • Imports the updated order lines

    Email

    • Gmail
    • Outlook

    ERP and accounting, via Excel export

    • SAP
    • Oracle
    • NetSuite
    • Dynamics 365
    • Tally
    • Zoho

    Documents

    • Excel or CSV
    • PDF

    Every ERP here exports open order lines to Excel or CSV. A pilot starts from that export and your mailbox, and hands updated lines back for import. Direct connections are discussed when a pilot needs one.

    Onboarding
    One focused session for the people who review exceptions. No company-wide system migration.
    Control
    During the pilot your team reviews every outgoing message. Routine ones can later follow rules you approve.

    WhatsApp and phone follow-up are experimental and are marked where they appear in the example. How we handle access and data →

    All product names and logos belong to their owners. Shown to describe compatibility only.

    A note from the founders

    Why we’re building Kaizen.

    Purchase orders live in systems. Getting them delivered still takes people chasing emails, checking dates and keeping records aligned.

    We’re building Kaizen to handle that follow-through while keeping commercial decisions with your team.

    Our backgrounds combine software engineering and applied AI with business excellence and manufacturing process automation. We work directly with early pilot teams to define a narrow workflow, establish a baseline and measure what changes.

    • Pranav KulkarniCo-founder · product and engineering

      Enterprise software engineer and applied AI builder. Previously built enterprise systems and production AI tooling at Hewlett Packard Enterprise, where the lesson was that the reliable win is removing the manual step between two systems that already exist.

      LinkedIn
    • Aditya SheteCo-founder · operations and pilots

      Business excellence and process automation, learned inside a large Indian manufacturing company where he saw first-hand how purchasing, planning and stores actually run at scale. Works with pilot teams on workflow, baseline and measurement.

      LinkedIn

    Bring one order that went wrong.

    In a 30-minute conversation, we’ll trace the supplier updates, identify the manual handoffs and assess whether one focused pilot makes sense.

    Bring
    A past order and a description of what happened. An anonymised example is enough.
    Discuss
    Follow-up workload, delivery uncertainty, responsibilities and current tools.
    Leave with
    A proposed workflow to evaluate and the measures that would determine whether a pilot is useful.

    Join the waitlist

    Add workflow details (optional)
    About your purchasing team
    Where does your team need help?

    Before-the-PO work is not part of the standard pilot. Choosing it tells us you are interested; it does not mean it is available.

    System names are enquiry choices, not a list of live integrations.

    We reply within one business day. No phone number needed. How we use your details.

    Prefer to talk it through?

    Book an order review

    No inbox access is needed for the first conversation. If a pilot follows, its scope, duration, fee and your team’s responsibilities are agreed before anything starts.

    If a pilot makes sense

    A historical review of your last 90 days of orders.

    We run Kaizen over your past orders and supplier emails to see what it would have caught and what work it could have completed. You check the findings against the source documents before choosing a live workflow. Live systems stay unchanged.

    What the review measures

    1. Order and follow-up workload
    2. Time spent on supplier follow-through
    3. Unconfirmed and late commitments
    4. Unresolved receipts and rejections

    What your team will want to know.

    • Nothing for the first conversation. A pilot starts with an export of open order lines and one agreed mailbox. We agree the access, approval rules and data handling before connecting anything. Your ERP stays with your team.

    See it on one of your own orders.

    Join the waitlistOr book an order review