DTC Fashion & Apparel Brand
AI-Powered Purchase Order Assistant
Built an AI-powered case management tool inside NetSuite that uses Google Gemini to analyze customer support cases, automatically detect purchase order discrepancies, and reconcile invoices against PO records - turning hours of manual review into minutes.
Automated PO verification and case triage that previously required manual cross-referencing, significantly reducing response times and catching discrepancies that were often missed.
Challenge
The client’s procurement team receives a constant stream of support cases from vendors about purchase order changes - updated delivery dates, quantity adjustments, price corrections, invoice discrepancies. Each case required someone to manually read the email, identify which POs were affected, pull up those POs in NetSuite, compare the details line by line, and figure out what action to take.
On top of that, the team needed to reconcile incoming invoices against NetSuite PO records to catch mismatches in quantities, rates, dates, and payment terms - a tedious, error-prone process when done manually at volume.
The result was slow response times, missed discrepancies, and a growing backlog of unresolved cases.
Solution
Built an intelligent PO assistant that lives inside NetSuite with two core capabilities: AI-powered case analysis and bulk invoice comparison.
AI Case Analysis
When a support case comes in, the assistant automatically extracts PO numbers from the message content, pulls up the corresponding purchase orders from NetSuite, and sends everything to Google Gemini for analysis - including any attached images like invoices, shipping documents, or price sheets.
Gemini returns a structured analysis that includes:
- Detected changes - what’s different (dates, quantities, rates, terms) with the specific line items affected
- Intelligent routing - whether the case requires action, just needs a reply, or is purely informational
- Summary - a plain-language explanation of what the vendor is asking for
The team can review the AI’s findings and accept changes with a single click, which creates tracked change request records in NetSuite linked to the case and PO.
Invoice Comparison
The second tab handles bulk invoice reconciliation. The team uploads a CSV of invoice data and the tool compares every row against the corresponding NetSuite PO records, highlighting mismatches in quantities, rates, dates, payment terms, and amounts. Results can be filtered to show only discrepancies and exported for follow-up.
Case Management
The tool also serves as a streamlined case browser with pagination, status filtering, and conversation threading - grouping related messages by subject so the team can see the full history of a vendor conversation in one place. Cases can be closed directly from the interface.
Result
The procurement team now triages vendor cases in minutes instead of hours. The AI catches PO discrepancies that were regularly missed during manual review, and the bulk invoice comparison eliminates the need to check records one by one. The combination of intelligent analysis and direct NetSuite integration means the team spends less time on data entry and more time on vendor relationships.