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Vendor & Supplier Document Summarizer

Purpose: Extract key delivery terms, labeling requirements, and compliance details from vendor or supplier documents in minutes instead of hours.

Overview​

info

Goal: Reduce document review time from hours to minutes while improving accuracy.

  • 💡 Key Insight: AI can quickly parse complex vendor documents and highlight critical requirements.
  • ⚙️ Tools Needed: Google NotebookLM, ChatGPT, Claude (optional)
  • 📊 Success Metric: Document review time reduced from hours to minutes
📤 Step 1: Upload Vendor Documents
  1. Gather Documents: Collect POs, DDPs, packing lists, or compliance requirements.
  2. Go to NotebookLM: Visit notebooklm.google.com.
  3. Create a New Notebook: Name it after the vendor or project.
  4. Upload Files: Add all relevant documents to the Notebook.

Why NotebookLM: It can handle multiple document types and maintains source citations.

🔍 Step 2: Extract Key Requirements

Ask NotebookLM:

Summarize all delivery, labeling, and compliance requirements 
this vendor must meet.

Follow-Up Question:

List any missing or unclear information to confirm before shipment.

Review the Output: Check that all critical requirements are captured.

✅ Step 3: Create Confirmation Checklist
  1. Copy the Summary: Take NotebookLM's output.
  2. Open ChatGPT: Paste the summary.
  3. Use This Prompt:
Draft a confirmation checklist or email summarizing these 
requirements clearly for our team to verify before shipment.
  1. Customize: Add your company's specific verification steps.
💾 Step 4: Save and Share
  1. Save to Vendor Folder: Store the summary in the vendor's shared folder or database.
  2. Share with Team: Send the checklist to relevant team members.
  3. Update Tracking System: Log the requirements in your project management tool.

Pro Tip: Create a template folder structure for each vendor region or material type.

🔄 Step 5: Maintain Your System

Best Practices:

  • Create one Notebook per vendor region or material type
  • Verify AI-extracted data before acting on it
  • Re-run this process when supplier formats or terms change
  • Archive old Notebooks but keep them accessible for reference

Update Trigger: When vendor changes terms, formats, or compliance requirements.

Sample Prompts​

Initial Analysis​

Analyze this vendor document and extract:
1. Delivery deadlines and shipping terms
2. Labeling and packaging requirements
3. Compliance certifications needed
4. Quality inspection criteria
5. Payment terms and conditions

Gap Analysis​

Compare these requirements against our standard process 
and identify any gaps or special accommodations needed.

Team Communication​

Create a brief email to the shipping team highlighting 
the 3 most critical requirements for this vendor shipment.

Measuring Success​

Track these metrics over 90 days:

  • ⏱️ Time Savings: Average minutes per document review
  • 🎯 Accuracy: Percentage of shipments meeting all requirements first time
  • 📉 Errors: Reduction in compliance issues or returns
  • 📊 Volume: Number of vendor documents processed

Target: 80% reduction in document review time with zero increase in errors.