Reviewing and Approving Proposals

An email in the Inbox with a Proposal badge. Open it to see the Suggested actions card.

The card lists every action the AI wants to take — e.g. "Create PO …", "Attach 2 documents", "Create shipment with manifest". Line-item tables show the matched SKU, description, quantity, unit cost, and tracking where relevant. Warnings (amber box) flag anything off — total mismatches, unknown products, duplicates. The footer reminds you: nothing is created until you approve.

When a proposal has multiple actions (or optional ones), each gets a checkbox. Untick any action to approve without it — for example, create the vendor invoice but skip the discrepancy-inquiry email. Then click Approve. All ticked actions apply atomically; the card flips to Applied and lists each created record with a link. Reject dismisses the whole proposal (the email stays, and you can still file it manually).

Some proposals are a choice, not a checklist. When a supplier counter-offers pricing on your PO — say "$10.79/unit at 4,000 or $10.70/unit at 4,500 due to MOQ" — the card shows each offered tier as a radio option with its unit price and order total, plus a separate "Resend the updated PO" checkbox (on by default). Pick a tier and approve: Ventorie updates the PO's line pricing and quantity, logs a revision, and — with the resend box ticked — replies on the same email thread with the updated PO attached for the supplier to confirm. These decisions never auto-approve, even for senders with an auto-approve rule.

A quote for goods you haven't ordered yet — "$4.10 at 1,000, $3.85 at 2,500, $3.60 at 5,000" — gets the same treatment. Ventorie first tries to match the quote to a purchase order: an explicit PO reference, or your latest open PO with that vendor when the quoted items line up (flagged so you can confirm). Matched, each tier is a radio option that updates the PO. With no match, each tier is a "create a draft PO" option instead, and an extra "Adjust manually" option lets you type your own quantity and unit price — enter both and click Set before approving. A "Reply with the PO" checkbox (on by default) answers the supplier on the same thread with the PO PDF attached — the PO it just updated, or the one it just created. Quotes priced "per M" (per 1,000 pieces — common for packaging and print) are understood: the option shows both the per-M price and the true per-piece cost, and the PO line always carries the per-piece number.

Unmatched lines show assign product… — click it, search your catalog, and pick the right product. Matched lines can be changed the same way (click the SKU). A small asterisk means the match came from a learned vendor name: when you assign products, Ventorie remembers what that vendor calls each SKU and uses it on future emails. Learned names are visible under Settings → Automation and on the product's custom attributes.

A failed apply shows the error on the card — fix the issue (e.g. assign a product) and approve again, or file the email manually with the File to a record panel below.

Proposal notification emails include a secure one-click approve link (valid 7 days), so routine approvals don't even require opening the app. The link deep-links back to the exact email in the Inbox.