Guided demo
Vendor documents multiply fast. The chasing should not.
Follow two common missions: annual vendor renewals and event COIs. See the requests, who replied, who went quiet, what came back, and the moment a human takes over.
01 · Configure
You set the rules first.
Recipients come from your vendor list. Your templates, timing, renewal windows, and follow-up rules are reviewed before the first message goes out.
Your vendor list
Your vendors, the people on your team who handle issues, and where flagged items should go.
Your message templates
Outside-party language is approved before first use and populated with the details your team supplied.
Timing and follow-up rules
Renewal windows, follow-up timing, and the point where silence stops with a human.
| Vendor | Document | Expires | Internal owner |
|---|---|---|---|
| Beacon Electric | COI | Aug 18 | Procurement |
| Northside Landscaping | COI | Aug 22 | Public Works |
| River Tent & Stage | Event COI | Event date | Events |
| City Sound | Event COI | Event date | Events |
02 · Annual renewals
A different clock for every vendor.
This example follows a set of annual vendor-document renewals. Each vendor has its own date, may reply directly or through an agent, and may stay silent. The repetitive work is starting each request at the right time and keeping the follow-up moving.
Hello,
Your certificate of insurance is due for renewal on August 18. Please reply with the current document.
Reply with the number that fits:
Thanks,
Synconaut
03 · Event vendor documents
One event, many vendors, one compressed clock.
This example is a one-day summer concert with temporary vendors for staging, sound, catering, first aid, and security. Their paperwork arrives against one compressed event deadline.
| Vendor | State | Last action |
|---|---|---|
| River Tent & Stage | Work in motion | Promised by Friday |
| City Sound | Received | Document logged today |
| Main Street Catering | Silent | Flagged to event lead |
| First Aid Partners | Logged | Ready for human review |
04 · Receive
What arrived is a fact, not a verdict.
Synconaut records what arrived and flags anything that looks off. It does not turn a document into a final answer.
City Sound
The COI arrived and was logged. It is ready for the event lead to review.
Pine Valley Lawn Care
The attachment is too blurry to read. Synconaut requests a clearer copy.
River Tent & Stage
The vendor replied with a Friday promise. The follow-up clock pauses until then.
05 · Human review
The short list is where people earn their keep.
A human sees the few items that need context or judgment. Green appears only after that person confirms the status.
| Vendor | Current state | Human next step |
|---|---|---|
| Beacon Electric | Human confirmed | No further action |
| Northside Landscaping | Silent | Internal owner decides whether work pauses |
| Pine Valley Lawn Care | Unreadable | Wait for clearer copy |
| City Sound | Received | Event lead reviews |
06 · Safety
Clear boundaries.
The follow-up can move quickly because the boundaries are clear.
Forward only what matters
Synconaut does not receive credentials that let it browse a customer inbox.
Originals stay with you
Your email and record systems remain the source of truth.
Hard cases stop with people
Unreadable files, silence, and questions route to the responsible human.
Mission complete
Every vendor. Every paper. Handled.
The requests move, the states stay visible, and the decisions remain with your team.
Demo questions
Where do recipients come from?
From your vendor list. Synconaut never contacts anyone you have not added to your list.
Does every message need separate approval?
No. The customer approves the templates and agreed rules before use. The follow-up then runs inside those rules.
What happens when a vendor works through an agent?
The customer can set the vendor as the main recipient and the agent as a copied contact. A reply from either ends the silent status.
What happens when a document is unreadable?
Synconaut flags the problem and requests a clearer copy. It does not guess.
Who decides whether a document is enough?
The responsible person at the customer organization.
Where are records stored?
The source documents stay in the customer’s own mailbox and record systems. Synconaut scans each document, pulls out what matters, discards the working copy, and keeps only a pointer back to the source.
What happens if Synconaut goes away?
The chasing pauses. Records do not disappear. The customer’s email, documents, and legal records remain exactly where they already live. An interruption never becomes a loss of custody.