Verify supplier contact changes before updating records

Treat changed contact details as a request

An assistant can spot a message asking to change a supplier’s contact and prepare an internal review card. It should not overwrite the trusted record from that message alone. This is particularly important when the change affects who receives purchasing or account information.

Keep old and proposed details together

Record the supplier ID, existing contact, requested replacement, source message and date. Mark the request unverified. An illustrative message from a new domain is a reason for independent checking, not evidence that the supplier has changed its systems.

Use an established contact route

A staff member verifies the request through a previously trusted channel and records the outcome. Financial or banking changes require your separate finance controls and should remain outside this starter workflow. Confirm the supplier system supports a pending state or use a review list before updating the master record.

Power Automate provides approval steps. Confirm connectors and licensing for your implementation. Microsoft: approval workflow setup

Measure traceability

Track how long staff spend assembling change details, whether updates have supporting evidence and how often requests remain unresolved. Test duplicate messages and a supplier withdrawing the change. Include review, setup and maintenance costs. Exovara can build the intake and approval trail while your team retains control over trusted business relationships.

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This guide applies across Canada. We provide remote AI consulting for businesses in Ottawa; it does not describe a local client or a staffed office.

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