Spend enquiry desk
Suppliers and budget holders ask the same questions all week: what happened to this invoice, what was it approved against, which contract covers it. This agent finds the records across the connected stores and mailboxes and drafts the reply. Finance approves before anything is sent.
Step by step
Take the enquiry as written
The question arrives from the shared mailbox or a channel, in whatever form the sender wrote it.
Find the underlying records
The agent searches invoices, purchase records, approvals and correspondence in the connected stores for the reference, supplier or cost line named.
Rebuild the approval history
What was raised, what was approved, by whom and when is set out in order, each step linked to its document.
Show what cannot be found
Where an approval, a purchase record or a document is not there, the answer says so plainly rather than implying it exists.
Draft the reply to send
A reply is drafted in the tone your finance team uses, giving the sender the answer and the reference they need.
Finance approves before it sends
A member of the finance team reads the draft and sends it. The agent does not correspond with suppliers on its own.
Exactly what this agent can see, touch and change
The same five controls sit behind every ollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelAccounts payable and finance operations teams running a shared mailbox, where the same supplier and budget queries come back in a different form each week.
Escalation
When it asks a personFinance approves the reply before it is sent to a supplier or a budget holder
Applications & Rights
Which tools it uses, and what it may do in each
Google DriveRead only
SharePointRead only
SlackRead only
GmailReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
Accounts payable and finance operations teams running a shared mailbox, where the same supplier and budget queries come back in a different form each week.
What you’ll need
- A connected shared mailbox
- Invoice and purchase records connected
- An agreed reply tone and template
- A finance approver for outgoing replies
What you get
- A cited history per enquiry
- A drafted reply
- A list of records it could not find
What it doesn’t do
It retrieves and drafts. It does not release a payment, change an invoice, commit to a payment date, or make any promise to a supplier on your behalf.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
Can it tell a supplier when they will be paid?
Only where that date already exists in a record it can read, and even then a person approves the reply. It never commits to a date on your behalf, because a payment run is a decision finance makes.
Where does the answer come from?
From the invoice, purchase and approval records in the stores you connect, plus the correspondence in the shared mailbox. Each element of the history links to the document behind it, so whoever approves can check before sending.
What if the invoice cannot be found at all?
The draft says the record was not located, names where it looked, and asks the sender for a reference or a copy. Silence and a confident-sounding guess are both worse than saying it is not there.
Does it handle enquiries in other languages?
It reads and drafts in the languages your team works in, and your approver still reads it before it goes. Anything sensitive or contested is usually routed straight to a person rather than drafted at all.