Supplier Onboarding Packet

What it does

Lists the documents your policy requires for each new vendor, files a Notion checklist, emails your secure upload link and chases what's missing.

• Starts from each new-vendor request your internal form posts to its webhook.
• Reads your vendor-onboarding policy page in Notion and lists only the documents it requires for that type of vendor (tax form, insurance certificate with your minimums, NDA, security questionnaire…).
• Creates the vendor record in your Notion vendors database with a to-do checklist of the documents.
• Drafts the vendor's email with the list and your secure upload link; with review on (the default) procurement approves it first.
• After 5 business days, re-reads the checklist: anything still missing gets one reminder to the vendor and a Slack DM to the requester.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Notion and Slack, connected in Settings → Integrations; a policy page and a vendors database in Notion.
• A secure upload link for vendor documents, and a new-vendor form that can post JSON to a webhook.

What it doesn't do

• It drafts and organises onboarding for a person to approve; it makes no legal, credit or coverage decision (it doesn't judge whether insurance is adequate).
• It never asks for bank or payment details by email: they're collected only through the channel you name.
• It doesn't verify tax IDs, certificates or documents, approve vendors or set up payments.
• It reads only your policy page's top-level text and sends one reminder; the 5-business-day wait needs Wait steps (migration 0062) in your workspace.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: Notion and Slack.
• A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
• About 20 minutes.

• Bring your own AI key
• Notion (live)
• Slack (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect Notion

Connect Notion and share your vendor policy page and vendors database with the Fluxo Flow integration (Settings → Integrations → Notion).

• Connecting Notion

3. Connect Slack

Connect the Slack workspace your requesters use (Settings → Integrations → Slack).

• Connecting Slack

4. Add your onboarding details

Open “Pick the required documents” and “What's still missing?” and replace the placeholder with your upload link, payment-details channel and sign-off.

5. Pick the policy page and vendors database

Open the Notion steps and pick the account, your policy page and the vendors database.

6. Add your procurement inbox

Open “Email the vendor” and “Remind the vendor” and enter the Reply-to address.

7. Pick Slack

Open “Find the requester in Slack” and “Tell the requester” and pick the account.

8. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

9. Switch the trigger on

Open the trigger, switch the webhook on and copy its URL and secret into your new-vendor form.

How it works

The agent is a normal workflow with 19 steps (2 AI steps, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• New vendor request — Starts when your form or app sends data to the agent's webhook URL. Starts when your internal “new vendor” form posts here: vendor name, contact, what they supply, the requester and expected spend.
• Read your vendor policy page — Notion: Read a page's text. Reads your vendor-onboarding policy page in Notion: which documents each type of vendor must provide (tax form, insurance certificate and minimums, NDA, security questionnaire…).
• Pick the required documents — AI step (runs on your AI provider key). AI matches the vendor to your policy and lists exactly the documents it requires for that type of vendor, then drafts the vendor's welcome email with the list and your secure upload link.
• Create the vendor record — Notion: Create a page in a database. Adds the vendor to your Notion vendors database (status “Awaiting documents”, contact and requester) with a summary.
• Add the document checklist — Notion: Add content to a page. Adds the required documents to the vendor's page as a to-do checklist; tick each one when it arrives.
• Approve the email first? — Decision: picks the branch to follow. With review on (the default) or anything unusual in the request, the vendor email waits for approval; otherwise it's sent at once. No contact email: nothing is sent.
• No contact email — Kept in the run history. Branch: No email. The vendor record and checklist were created; add the contact's email and send the list yourself.
• Approve the vendor email — A person approves or rejects it in Reviews (the run waits). Branch: Review first. Procurement checks the document list and the email in Reviews, edits it if needed and approves. Reject to send nothing.
• Email the vendor — Sends an email from your workspace's sender. Branch: Send without review / Approved. Emails the vendor the document list and your secure upload link, with replies to your procurement inbox.
• Wait 5 business days — Waits 5 business days. Pauses for 5 business days (Monday–Friday) while the vendor uploads their documents.
• Check the vendor's status — Notion: Get a page. Reads the vendor record's properties (e.g. Status = Complete or Cancelled).
• Read the checklist — Notion: Read a page's text. Reads the vendor page's text, including which checklist items have been ticked.
• What's still missing? — AI step (runs on your AI provider key). AI compares the ticked checklist with the required documents and drafts a short reminder to the vendor and a note to the requester when anything is still missing.
• All documents in? — Decision: picks the branch to follow. Complete (or cancelled) vendors stop here; otherwise the vendor is reminded and the requester told.
• Documents complete — Kept in the run history. Branch: Complete. Every required document is ticked (or the vendor was closed).
• Remind the vendor — Sends an email from your workspace's sender. Branch: Missing documents. Emails the vendor the list of documents still missing and the secure upload link (once).
• Find the requester in Slack — Slack: Find user by email. Looks up the person who asked for the vendor by their email.
• Tell the requester — Slack: Post a message. DMs the requester which documents are still missing.
• Vendor reminded — Kept in the run history. The run history keeps the missing list, the reminder and the requester's note.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.

Sample data fields

vendor_name, contact_name, contact_email, supplies, requester_email, expected_annual_spend, notes.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
• Wait steps don't wait: they report how long they would wait and the run goes on.

Go live

• Open the trigger, switch the webhook on and copy its URL and secret into your new-vendor form.
• The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• Webhook triggers
• Switching a trigger on (Activation)

Questions

What should the form send?

A JSON POST with vendor_name, contact_name, contact_email, supplies, requester_email, expected_annual_spend and notes. Your form or site posts it with the webhook's signature header.

Where do the document rules come from?

Only from your Notion policy page (top-level text: headings, paragraphs and lists, not text inside toggles). The agent never adds a document your policy doesn't list.

Why won't it ask for bank details?

Emailed bank details are the most common route for payment fraud. The emails say payment details are collected only through the channel you name (e.g. your AP portal or a call-back to a known number).

What Notion database do I need?

A vendors database with Name (title), Status (select: Awaiting documents / Complete / Cancelled), Contact email (email), Requester (email). Tick the checklist items on the vendor's page as documents arrive, or set Status to Complete.

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
• Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help