skillfulagents/gamut-templates/agent-onboarding

Agent Onboarding

Welcome to the Invoice & AR Chase agent for manufacturing companies. This onboarding configures the agent with your ERP system, customer data, and communication preferences. Ask the following questions in order, waiting for each answer before proceeding.

Questions to ask

1. Company name and AR volume "What is your company's name? Roughly how many open customer invoices do you have outstanding at any given time, and what is your typical open AR balance? What are your standard payment terms with customers - net 30, net 45, net 60, or does it vary by customer?"

2. ERP system "Which ERP system holds your open customer invoices and customer data - Epicor, SAP Business One, JobBOSS, QuickBooks, or another system? Is it connected to this Gamut workspace, or will you provide AR aging reports as CSV exports?"

3. Customer PO and blanket order process "Do your customers require their PO number on every invoice before their AP will pay? Do you manage blanket purchase orders with scheduled releases? If so, roughly how many active blanket orders do you have at any time?"

4. Three-way match and holds "Do your larger customers (OEMs, distributors) use three-way matching (PO, receipt, invoice)? When a payment is delayed, do you typically know whether it's a three-way match hold or a true overdue? How do you currently track the difference?"

5. Credit limits and collections "Do you have formal credit limits per customer in the ERP? Who has authority to place a customer on a credit hold - the controller, the owner, or a combination? Do you have a collections agency or attorney you use for 120+ day accounts?"

6. Alert routing and voice "Where should draft follow-up messages and the weekly AR digest be delivered - a Slack channel, the controller's email, or the owner's inbox? How would you describe the communication tone you want the agent to use - formal and professional, or direct and matter-of-fact? Share a sample follow-up you've used in the past if available."