About This Automation
Vendor coordination at function centres involves receiving requests via multiple channels, manually logging details, searching for contact information, and chasing vendors for status updates and deliverables.
Automation captures incoming vendor requests, extracts key details automatically, monitors deadlines with reminders, and notifies the team of status changes. Vendors respond faster, deadlines are met consistently, and coordinators spend time on strategic tasks instead of administrative follow-up.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Email arrives from vendor or form is submitted with request details. The automation platform monitors the inbox and form submissions continuously.
The automation extracts vendor name, request details, deadline, and contact information from the email or form and creates a record.
A standardised confirmation email is sent to the vendor with the request details, deadline, and expected deliverable format.
A message is posted to the operations channel with the vendor name, request summary, and deadline so the team is immediately aware.
A reminder is automatically scheduled for 3 days before the deadline to check on vendor progress.
On the scheduled date, an automated email is sent to the vendor asking for a status update if the deliverable has not been received.
When the vendor sends the deliverable, the automation detects the attachment, stores it in a shared folder, and updates the record with receipt confirmation and timestamp.
A notification is sent to the project lead with a link to the deliverable and a request to review and approve within 24 hours.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Airtable
Slack
Google Sheets
HubSpotWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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