AP teams lose thousands of hours annually to fragmented query management. Vendors don't know status. Critical issues get buried. Payment cycles slow to a crawl. Supplier Queries in Guardian for AP ends this today.
Supplier calls asking "Where's my payment?" Email chains about invoice status. Repeated questions about payment timelines. Your AP team answers the same questions again and again across email, phone, and messaging apps. Inquiries get lost. Responses are delayed. Suppliers lose confidence.
Meanwhile, your team wastes hours answering the same payment and invoice status questions instead of focusing on processing and resolving actual issues.
This is the tax of fragmented supplier communication. It's frustrating. It's inefficient. And it damages supplier relationships.
Supplier Queries is Guardian's answer. It's a systematic, intelligent way to capture, organize, and manage vendor and invoice queries—replacing the manual chaos with a streamlined, prioritized workflow.
Here's what changes:
Centralized Inbox for Supplier Invoice & Payment Inquiries Suppliers asking "Where's my payment?", "What's the status of invoice #12345?", "Did you receive my invoice?", or flagging disputed amounts — all these critical inquiries now flow into one organized mailbox instead of scattered across email, phone calls, and chat. Payment inquiries, invoice submissions, exceptions, disputes—every supplier question is captured, visible, and actionable.
Organize with Filters & Search Filter queries by status (New, In progress, Closed, Resolved), date range, or use quick search. Your inbox stays manageable even when query volume spikes. Find what you need in seconds.
Assign, Categorize & Reply Click any query to open it. On the right panel, assign it to a team member, select the supplier, and choose a category based on what the supplier is asking about:
Type your response in the message field and send. The entire conversation stays together.
Track Status as You Work Move queries through their lifecycle: New → In Progress → Resolved → Closed. Everyone sees the current status. Your team knows what's been handled and what's pending. No surprises.
Stop answering the same question five times. Supplier Queries captures every inquiry about invoice status and payment in one place. Your team responds once, suppliers have the answer, no more repeated calls.
Build supplier confidence. When suppliers get prompt, consistent answers about their payments and invoices, they trust you. Fast responses reduce friction. Payment inquiries stop piling up.
Reclaim your team's time. Your AP professionals spend 20-30% of their time answering "where's my payment?" questions. Supplier Queries centralizes these inquiries and speeds response time. That's time reclaimed for actual processing and issue resolution.
But there's more. Supplier Queries is designed as the foundation for something bigger.
This is phase one. AI arrives—and it transforms how you respond.
How it works: AI automatically categorizes each incoming supplier inquiry. Then it proposes an answer based on that category. Your team decides: Which categories can respond automatically without human review? Which need human approval before sending? Which require full human handling?
You control the automation level, category by category. A "Payment Inquiry" asking for basic invoice status might auto-respond with details. A "Disputed Invoice Query" always gets human review. A "PO or GR Issue" gets flagged for your operations team.
The result: Routine inquiries answer themselves in seconds. Critical ones escalate to the right person immediately. Your team stops answering repetitive questions and focuses on exceptions.
Suppliers get instant responses to simple status questions. Complex issues get human attention fast. Your AP team reclaims even more time for strategic work.
✓ End scattered communication. Supplier payment and invoice inquiries are no longer spread across email, chat, and phone. Everything is in one inbox.
✓ Respond faster. See all pending supplier questions. Respond once. Suppliers stop calling back.
✓ Reclaim hours. Stop answering the same "where's my payment?" question repeatedly. Your team focuses on processing, not communication.
✓ Build supplier trust. Prompt, organized responses to payment inquiries strengthen supplier relationships.
✓ Prepare for AI. Structure payment and invoice inquiries so that intelligent automation can eventually answer routine status questions automatically.
✓ Empower your team. Give AP professionals a system that reduces noise and lets them focus on real work.
Supplier Queries is live in Guardian for AP.
Whether you're managing dozens of supplier emails a month or hundreds, Supplier Queries brings order to what was previously scattered across inboxes and email threads.
We're committed to evolving Guardian into the intelligent AP platform your business needs. Supplier Queries is the first step. Expect AI-driven analysis, predictive insights, and full automation of routine queries in the months ahead.
Thank you for choosing Guardian. We're excited to transform how your AP team works.