Sends the confirmation request the moment a vendor job is scheduled, reminds the vendor if they go quiet, and escalates to your coordinator before the window with enough time to reassign - so a no-show is caught before it becomes a missed turn.
The Problem
The vendor didn't show. The turn slipped.
Your coordinator schedules a plumbing vendor for Thursday between 9 and 12. No confirmation comes back. Thursday morning, nobody shows. Your coordinator calls - the vendor says they didn't get the request. The job pushes to next week. The turn date slips.
What Changes
Confirmation handled. Escalation triggered before the window.
The agent sends the confirmation request the day the job is scheduled. No response by end of next day - it sends a reminder. Still nothing by 48 hours before the window - it escalates to your coordinator with a flag: "Vendor unresponsive, job at risk." Your coordinator reassigns before the window is missed. The turn stays on track.
Humans stay in control: Your coordinator picks the vendor and decides what happens when one goes unresponsive. The agent runs the confirm-remind-escalate chain that your team does by hand today. It surfaces the risk early, your coordinator makes the call.
HOW THE AGENT WORKS
TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERJob ScheduledVendor job booked in PMS or scheduling tool
→
ACTIONSend ConfirmationRequest confirmation by SMS or email same day
WAITWait 24 Hours
→
DECISIONConfirmed?
→
ACTIONSend ReminderSecond request if no response
WAITWait to T-48h
→
DECISIONConfirmed?
→
ACTIONEscalate to CoordFlag: vendor unresponsive, job at risk
DECISIONReassigned?
→
ACTIONLog OutcomeRecord confirm/no-show against vendor history
The agent doesn't choose the vendor or approve the scope. It handles the follow-up chain that your coordinator does manually today - confirm, remind, escalate. Your team still makes the decision when something goes wrong.
HOW TO BUILD IT
Three levels of depth. Pick the one that matches where you are.
For the ops person who needs to understand what's involved and brief their team.
Your ScheduleBooked vendor jobs
→
The AgentWorkflow engine + messaging
→
Your VendorsSMS, email, confirmations
WHAT YOUR TEAM PROVIDES ONCE
Vendor contacts - how each vendor prefers to be reached (SMS or email)
Confirmation timing - when to send, how long to wait, when to remind
Escalation threshold - how many hours before the window to flag a coordinator
Message templates - the confirmation and reminder wording you approve
Reassignment rules - who the coordinator can pull in when a vendor falls through
What happens day-to-day: You schedule vendors the way you always do. The agent sends the confirmation, chases the silence, and escalates the ones at risk before the window. Your coordinator stops chasing confirmations and only steps in when a job actually needs a decision.
For the IT person or technical lead who needs to scope the integration.
SMS (Twilio)Send confirmations and reminders, read replies
Email (SendGrid / SMTP)Fallback channel for vendors without SMS
Notifications (Slack / email)Escalate at-risk jobs to the coordinator
WITHOUT PMS API
Agent works from a shared schedule sheet and sends confirmations by email. Replies are checked by keyword. No live status write-back, but the chase-and-escalate chain still runs unattended.
WITH PMS API
Agent reads scheduled jobs live, sends and tracks confirmations two-way, and writes status back to the job. Vendor history builds automatically. Best experience.
For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.
TRIGGERNode 1
Trigger - Job Scheduled
Webhook from the PMS scheduler on new vendor booking, OR a watched calendar/sheet row. Fires once per scheduled job.
Output: { job_id, vendor_name, vendor_contact, trade, unit, window_start, window_end }
ACTIONNode 2
Send Confirmation
Send the approved confirmation message via Twilio (SMS) or SendGrid (email) based on the vendor’s preferred channel. Store sent timestamp.
Wait 24h → check for a reply → if none, send reminder → wait until 48h before the window. Re-check after each step.
Output: Either: vendor confirms (status updated) or no reply by T-48h (escalate).
LLMNode 4
LLM - Read Vendor Reply
Classifies the vendor’s free-text reply so "yep all set" and "can’t make it" route correctly.
Output: { status, new_time_proposed, message }
You read a vendor's reply to a job confirmation request and classify it.
Return:
- status: confirmed / declined / reschedule / unclear
- new_time_proposed: any new date/time the vendor offered, or null
- message: a one-line summary for the coordinator
Respond ONLY with valid JSON. No explanation.
--- VENDOR REPLY ---
{vendor_reply}
INPUT
"Sorry can't do Thursday, truck's booked. Could swing by Friday morning instead?"
Converts proposals into comparable scopes, highlights gaps
Frequently asked questions
Vendor Confirmation Chaser is an AI agent that confirms, reminds, and escalates - so no-shows are caught before they happen.
The vendor didn't show. The turn slipped. The Vendor Confirmation Chaser addresses this — it confirms, reminds, and escalates - so no-shows are caught before they happen.
No — your team stays in control. Your coordinator picks the vendor and decides what happens when one goes unresponsive. The agent runs the confirm-remind-escalate chain that your team does by hand today. It surfaces the risk early, your coordinator makes the call.
