Using AI to Populate Vendor Fulfilled Orders - Vendor

Overview

This guide explains how Vendors can use AI to automatically populate required Order Forms when fulfilling Vendor Fulfilled Orders and how Buyers can review those AI-assisted submissions during the fulfillment process.

When Vendors upload their report files (such as inspection reports or diligence documents), Built’s AI analyzes the report and automatically fills matching Order Form fields. The Vendor can then review, edit, or revert any AI-filled data before submitting the order to the Buyer.

This capability reduces manual data entry for Vendors, speeds up turnaround times, and helps Buyers receive more consistent, structured, and review-ready data.

Key benefits include:

• For Vendors: Faster fulfillment and reduced duplication; no need to manually transcribe report details into Order Forms.

• For Buyers: More consistent, structured submissions that simplify review and reduce turnaround time.
  
  

Prerequisites for AI-Populated Vendor Fulfilled Orders

1. Fulfillment Requirements: Vendor Fulfilled order that requires an Order Form.

2. File Type: The uploaded report file must be supported for AI processing.

Fulfilling an Order with AI-Populated Order Forms

Description

Vendors fulfilling an order that requires an Order Form will now see prompts and banners introducing AI-assisted form completion.

After accepting an order, Vendors can choose to have Built’s AI analyze their uploaded report and prefill the Order Form automatically.

All AI-filled fields are editable and reversible, ensuring Vendors retain full control over the data submitted to Buyers.

Accepted Orders – AI Info Banner

1. When a Vendor Accepts a Vendor Fulfilled Order that includes an Order Form, a purple AI Info Banner appears in the Order Report tab.

   • Banner is visible in both Accepted and In Progress statuses before a report file is uploaded.

   • The banner provides information about AI assistance:  “You can use AI to automatically populate this form when you upload your report file.”

   • The Vendor can dismiss the banner with the “X” icon—this has no impact on later AI use.

Uploading the Report File and AI Prompt

1. When uploading a report file, the Vendor is prompted to use AI.

   • A modal appears with the following options:

     • Yes, use AI to assist → Begins uploading and launches async document scanning.

     • No, I’ll do it myself → Begins upload; Vendor completes Order Form manually.

     • Cancel → Closes modal; no file uploaded.

   • The Vendor must choose one of the options to continue.

2. After confirming and if AI use is selected:

   • File upload begins.

   • The AI Info Banner updates to show a processing loader while extraction occurs.

AI Processing

Once AI processing begins:

• The report file is scanned and text extraction begins asynchronously.

• A loader displays with progress updates (e.g., “45% Complete… Feel free to leave the page”).

• Vendors can leave and return to the page; processing continues in the background.

• During processing, the Order Form fields are temporarily disabled to prevent manual input being overwritten.

Canceling AI Processing

• Vendors can click the “X” on the loader to cancel processing.

• A confirmation modal appears:

  • Yes, cancel → Stops AI processing; fields return to editable state.

  • Go back → Continues processing.

• Canceling has no effect on the uploaded report file.
  
  

AI Processing Completed

When AI processing is finished, Vendors are notified of the results:

1. Successful AI Population

• The AI Info Banner updates to read: “We used AI to populate your Order Form based on the report file you uploaded. Please review and edit as needed.”

• Any fields populated by AI display a purple outline to indicate AI input.

• Fields left blank can be manually completed by the Vendor.

2. No Fields Found

• If AI completes processing but finds no matches:

  • A neutral banner displays: “We processed your file, but weren’t able to fill any fields in this Order Form. You can complete the form manually.”

3. AI Processing Error

• If AI fails to process the file:

  • An error banner appears: “We couldn’t extract data from your file. Try again.”

  • The Vendor can:

    • Try again to restart processing (no retry limit).
      
      

    • Dismiss (X) to close the message and complete the form manually.
      
      

Dismissing the Banner

• Vendors can dismiss any informational or error banner using the “X” icon.

• Dismissing banners does not affect the AI-filled data or the Vendor’s ability to edit fields.
  
  

Editing and Reverting AI-Populated Fields

Once AI population is complete:

1. Editing Fields

   • Vendors can edit any AI-populated field manually.

   • When edited, the purple AI outline disappears.

   • A Revert to AI Data icon appears beside the field.
     
     

2. Reverting to AI Data
   
   

   • Hovering over the icon shows tooltip: “Revert to AI Data.”

   • Clicking the icon restores the AI-populated value and the purple outline.

   • Vendors can edit and revert fields as many times as desired before submitting.
     
     

3. Removing AI Banner
   
   

   • If all AI-filled fields are edited, the AI Info Banner disappears automatically (banner is informational only).
     
     

4. Replacing the Report File
   
   

   • Vendors can delete and upload a new report file at any time.

   • Each new upload re-triggers the AI prompt modal (“Use AI?”).

   • When an order is in Revisions Requested status and the report file is replaced, the Vendor is again prompted to choose whether to use AI.
     
     

Submitting the Order

1. Once all fulfillment requirements are met (report file and Order Form completed), the Vendor clicks Submit Order.

2. The order moves to Pending Review on the Vendor side and Needs Review on the Buyer side.
   
   

Buyer Review of AI-Populated Submissions

Once the Vendor submits the order:

1. Buyer Review

   • The Buyer reviews the Vendor’s submission in the Order Report tab.

   • All uploaded materials, report files, and Order Form data (AI-assisted or manual) are visible.
     
     

2. Taking Action
   
   

   • Mark as Fulfilled: If the submission meets requirements, the Buyer marks the order Fulfilled.

   • Request Revisions: If edits are required, the Buyer clicks Request Revisions, sending the order back to the Vendor.
     
     

3. Order Completion
   
   

Once the Buyer marks the order as Fulfilled, the order status updates for both sides.

Terms & Definitions for Automated Vendor Fulfilled Inspection Orders