Choose one of three approaches. The steps for that option appear below.
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Claude fills fields from the documents and lists gaps and conflicts. You check everything and stop at the draft.
Get documents ready
Fill form, list gaps
Check and approve
Use: You
Have ready: supplier's registration documents, sample invoice, bank letter and the blank onboarding form.
Check your organisation's permission and account settings allow this upload. Keep bank-letter account numbers out of the upload.
Use: Claude
Upload the documents and blank form. Ask Claude to list the form fields, fill them from the documents with sources, then list gaps and conflicts.
What to paste into the tool
Task: Blank field list, then draft field table with document IDs, pages and unsupported fields empty. First read the blank onboarding form copy and list every destination field. Then fill each field only from the approved supplier copies. Use consistent tokens from the bank-letter copy for bank fields; leave bank fields empty where tokenised evidence is absent; restore and verify bank values locally after AI use; leave unsupported fields empty; cite document ID and page for every populated field; preserve disagreements with both source values; do not resolve conflicts or submit the form Task: Gap and cross-document conflict list with both source values. Use consistent tokens from the bank-letter copy for bank fields; leave bank fields empty where tokenised evidence is absent; restore and verify bank values locally after AI use; leave unsupported fields empty; cite document ID and page for every populated field; preserve disagreements with both source values; do not resolve conflicts or submit the form; list every empty destination field and every observed source disagreement with pages
Use: You
Check every pre-filled field against the originals and bank letter. Keep unsupported fields empty and listed. Approve the draft without submitting it.
Open the cited original for every field. Verify every pre-filled field against the originals; restore and verify bank values locally against the bank letter specifically. Treat fields with no flag as not yet checked. Record follow-up items for the known supplier contact channel without sending them.
Gemini extracts document sets separately, assembles the form and lists gaps. You check flagged fields and a sample.
Sort documents into sets
Extract, assemble, list gaps
Check and approve
Use: You
Have ready: supplier's registration documents, sample invoice, bank letter and blank field list. Separate them into registration, bank-letter and invoice sets with document IDs.
Check your organisation's permission and account settings allow this upload.
Use: Gemini
Run the first prompt separately for each document set, then assemble the form and list gaps, with source document and page for every field.
What to paste into the tool
Task: Per-document field lists with document IDs and page references. Run a separate prompt for each labelled document packet and supply the relevant field list; return values only from that packet with document ID and page; bank fields belong to the bank-letter packet only; list absent fields and disagreements without choosing a value Task: Assembled onboarding draft. Fill the blank onboarding field list using only the per-document lists. Cite document ID and page for every populated field. Take bank fields from the bank-letter list only, never from the invoice. Leave unsupported fields empty and list them. Where documents disagree, show both values and pages and do not choose one. Task: Gap and cross-document conflict list with both source values. Use consistent tokens from the bank-letter copy for bank fields; leave bank fields empty where tokenised evidence is absent; restore and verify bank values locally after AI use; leave unsupported fields empty; cite document ID and page for every populated field; preserve disagreements with both source values; do not resolve conflicts or submit the form; include both values and document pages for each discrepancy
Use: You
Check the flagged fields and a sample of populated fields against the originals. Verify bank values against the bank letter specifically. Approve the draft.
Treat fields the gap list does not flag as not yet checked. Keep unsupported fields blank and listed for the supplier. Record follow-up items without contact, submission or supplier-record creation.
ChatGPT fills fields from the documents and lists gaps and conflicts. You check everything and stop at the draft.
Get documents ready
Fill form, list gaps
Check and approve
Use: You
Have ready: supplier's registration documents, sample invoice, bank letter and the blank onboarding form.
Check your organisation's permission and account settings allow this upload. Keep bank-letter account numbers out of the upload.
Use: ChatGPT
Upload the documents and blank form. Ask ChatGPT to list the form fields, fill them from the documents with sources, then list gaps and conflicts.
What to paste into the tool
Task: Blank field list, then draft field table with document IDs, pages and unsupported fields empty. First read the blank onboarding form copy and list every destination field. Then fill each field only from the approved supplier copies. Use consistent tokens from the bank-letter copy for bank fields; leave bank fields empty where tokenised evidence is absent; leave unsupported fields empty; cite document ID and page for every populated field; preserve disagreements with both source values; do not resolve conflicts or submit the form Task: Gap and cross-document conflict list with both source values. Compare the draft field table with the approved supplier copies; list every empty destination field and every observed source disagreement with pages; include both values and document pages for each discrepancy; do not resolve conflicts; do not treat absent text as a confirmed absent fact; do not submit the form
Use: You
Check every populated field against its original. Approve the draft without submitting it.
Verify every populated field against its original and bank fields against the bank letter. Open every original before accepting a flagged gap or conflict; an absent flag is not a confirmed match. Stop before contact or submission.
Best when: A proposed field table is wanted before you check originals.
What it does: Claude fills fields and lists gaps; you check every value.
Strong at: Cites document and page for every populated field.
Limit: Upload support does not establish supplier-field extraction.
Free plan: Yes, limited (usage capped in 5-hour and weekly windows)
Best when: Documents differ in type and need separate prompts.
What it does: Gemini extracts, assembles and lists gaps; you check flagged fields.
Strong at: Bank fields come from the bank letter only.
Limit: Upload support does not cover field extraction or conflict detection.
Free plan: Yes, limited
Best when: You want a draft form and gap list in one chat.
What it does: ChatGPT fills fields and lists gaps; you check every value.
Strong at: Lists every empty field and source disagreement with pages.
Limit: Comparison support does not establish field-level supplier extraction.
Free plan: Yes, limited (file uploads, data analysis)
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Deciding between ChatGPT and Claude for this? See the comparison.
Never paste credentials or full payment details.
Each pre-filled field retains source document and page.
Bank values are checked against the bank letter locally.
Unsupported fields remain empty and listed; no submission or supplier-record creation.
Check the result against your original inputs. Approve it before sharing or acting.