Weekly run through supplier and vendor portals that have no API
The Bot logs in to the portals you name, downloads invoices, checks order and renewal status, reviews seats, and reports exceptions only. Anything that buys or renews waits for you.
What the Bot is set up to do
- List each portal, what to check there, and where to save files.
- Connect 1Password or enter logins through the Secure Form the Bot opens. Don't paste passwords into the chat.
- Add a weekly routine. Buying, renewing or canceling needs your approval.
Prompt
Every Wednesday at 10am, work through these portals:
- [Supplier portal]: download new invoices to [folder] and check open orders for delays
- [Software admin console]: list seats assigned to anyone not on [team list]
- [Insurance / license / domain portal]: note any renewal due in the next 60 days
Follow the same path each week. If a page looks different or a login fails, stop and tell me instead of improvising.
Report exceptions only: late orders, price changes, renewals due, unused seats, failed logins.
If nothing needs me, reply "All clear" with the date.
Don't buy, renew, cancel or change settings without my approval.Before you run it
- Portals change their layouts. A Bot repeating an old path can click the wrong thing, so keep it read-only until you have watched a few runs.
Business fit
Who this helps, and how:
- Local & serviceRestaurants, clinics and trades that order through supplier portals stop logging in to five sites a week.
- Shopify & ecommerceStores track supplier orders and warehouse invoices that live on portals with no integration.
- StartupsOps teams catch unused software seats before the next bill.
How to adapt it
Start with one portal for two weeks, and add the next once the runs are clean.
Ask for a screenshot of each exception so you can check it without logging in yourself.
Pair it with the contract tracker so renewal dates land on your calendar too.