The AI Agent Replies step of SmartVendor configuration enables you to customize automated email responses for various payment and invoice inquiries. In this step, you can edit email templates, select variables, and preview AI Agent replies for different inquiry scenarios.
(See Figure 1. AI Agent Replies Screen.)
Figure 1. AI Agent Replies Screen.
The AI Agent Replies screen allows you to select intents, choose scenarios, edit templates, insert variables, attach documents, and preview the final email.
Screen Overview
At the top, a progress bar highlights your current step (“AI Agent Replies”) and shows your place in the overall configuration workflow. Below the progress bar, you’ll see the intent and scenario selection interface, followed by the email template editor and a live preview.
Each intent is displayed in a dropdown menu, allowing you to select which scenario you want to configure. The left pane lists all available scenarios for the selected intent. The main section displays the email template editor, and the right side provides a real-time preview of your reply. At the bottom, you’ll find Previous and Continue buttons for navigation. The Cancel link in the upper right allows you to exit the configuration process at any time.
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Table 1. AI Agent Replies Step – Field/Section Descriptions
Field/Section | Description |
|---|---|
Intent Selector | Dropdown list of inquiry types (e.g., "Vendor has requested payment status", "General Payment Inquiry"). |
Scenario List | Left panel listing all applicable scenarios/intents for the selected intent and sender. |
Email Template Editor | Edit the email subject and body. Use formatting tools and insert available variables. |
Insert Value | Insert SmartVendor variables into the reply (select variable type and variable). |
Attachments | Choose attachments to include, such as History CSV, Payment Status CSV, or Remittance Advice PDF. |
Preview Panel | Right side panel displaying a real-time preview of the generated email using the current template and variables. |
Previous/Continue | Previous returns to settings; Continue moves to Intents & Outcomes. |
Edit Button | Unlocks the template editor for editing (may show as "Edit"). |
Table 2. Intent Descriptions
Intent | Description |
|---|---|
Internal Sender has requested payment status | Used when an internal user (such as an employee) asks about the status of one or more invoice payments. |
Vendor has requested payment status | Used when a vendor emails to inquire about the payment status of their invoice(s). |
Internal Sender has requested PO Status | Used when an internal user needs information on the status of one or more purchase orders. |
Internal Sender has requested remittance advice | Used when an internal user requests remittance details regarding payments made. |
Vendor has requested remittance advice | Used when a vendor requests remittance advice, such as official confirmation or payment details. |
Table 3. Intent-to-Scenario Mapping
Intent | Available Scenarios |
|---|---|
Internal Sender has requested payment status | General Payment Inquiry - Internal Sender, All Invoices Found - Internal Sender, Some Invoices Found - Internal Sender, No Invoice Found - Internal Sender |
Vendor has requested payment status | All Invoices Found, Some Invoices Found, No Invoice Found, General Payment Inquiry, General Payment Inquiry - Multi Vendor Match, All Invoices Found - Multi Vendor Match, Some Invoices Found - Multi Vendor Match, No Invoice Found - Multi Vendor Match |
Internal Sender has requested PO Status | All Purchase Orders Found, Some Purchase Orders Found, No Purchase Orders Found, No Purchase Order Numbers |
Internal Sender has requested remittance advice | All Payments Found - Internal Sender, Some Payments Found - Internal Sender, No Payments Found - Internal Sender, No Payment Details - Internal Sender |
Vendor has requested remittance advice | All Payments Found, Some Payments Found, No Payments Found, No Payment Details |
Table 4. Insert Value Variable Type Mappings
Variable Type | Variables |
|---|---|
Vendor Standard | Vendor > Vendor Status, Business Name, Email, Tax Identification Number, Tax ID Type (SSN or EIN), Vendor Name, Type, Address, Id |
Vendor Extended | No options |
Vendor Bill Standard | Vendor Bill > Vendor Bill Ext ID, Internal ID, Entity, Bill Date, Due Date, Age, Currency, Foreign Currency, Exchange Rate, Total Amount, Amount Paid, Amount Remaining, Total Discount Applied, Future Payment Date, Payment Terms, Status, Vendor > Type, Vendor > Id |
Vendor Bill Extended | Payment Terms, Due Date, Contract, Invoice Received Date, Contract Number, Total Tax |
Vendor Bill Payment Standard | Payment Date, Payment Amount, Transaction Reference |
Vendor Bill Payment Extended | No options |
Generic | Subject, Not Found List of Records, Sender |
AI Agent Replies Configuration
To configure AI Agent Replies:
In the Intent dropdown, select the inquiry type for which you want to configure an automated AI Agent reply (for example, “Vendor has requested payment status”).
In the Scenario list (left panel), click the scenario that matches the inquiry context (for example, “All Invoices Found,” “Some Invoices Found,” or “General Payment Inquiry”).
In the Email Template section, click Edit to enable the subject and body fields for editing.
In the Subject field, enter or edit the subject line for this automated reply.
In the Body editor, enter or edit the message content as needed. You may use formatting options such as bold, bullets, or links.
To personalize your response, use the Insert Value section:
Select a Variable Type from the dropdown (for example, “Vendor Standard” or “Vendor Bill Standard”).
Select a Variable appropriate to the template context. The variable will be inserted where your cursor is positioned.
Under Attachments, select any supplementary files to include with the reply, such as History CSV, Payment Status CSV, or Remittance Advice PDF.
Review your changes in the Preview panel (right). The panel displays a live version of the template, showing your variables, formatting, and selected attachments as recipients will see them.
Repeat steps 1–8 for each intent and scenario you want to customize.
Click Continue to proceed to the Intents & Outcomes step.
To return to the previous step, click Previous.
To cancel your configuration at any time, click Cancel in the upper right corner.
Example: Payment Status Inquiry Reply
Scenario:
A vendor emails your AP Helpdesk asking, “Has invoice 12345 been paid?”
How to Configure the Reply:
In the Intent Selector, choose “Vendor has requested payment status.”
In the Scenario List, select “All Invoices Found.”
In the Email Template Editor, click Edit to unlock the fields.
In the Subject field, enter:
Re: Payment Status for Invoice ${vendorBill.invoiceNumber}In the Body editor, compose your message using variables:
Dear ${vendor.businessName}, We have received your inquiry regarding invoice ${vendorBill.invoiceNumber} dated ${vendorBill.invoiceDate}. The payment for this invoice was processed on ${vendorBill.paymentDate}. Please find the remittance advice attached for your records. Thank you, AP Helpdesk TeamUse the Insert Value panel to add variables like
${vendor.businessName},${vendorBill.invoiceNumber},${vendorBill.invoiceDate}, and${vendorBill.paymentDate}.Under Attachments, select “Remittance Advice PDF.”
Review the Preview Panel to ensure the email displays correctly with sample data (e.g., “Dear Acme Corp,” “Invoice 12345,” “2024-05-01,” etc.).
Click Continue to save and proceed.