Answer a vendor registration questionnaire with AI

A new customer wants to add you as a supplier. First they send a vendor registration form. It has 20 or 30 questions. Most of them you have answered before, for another customer, in another format.

AI can fill it in from what you already know. But if you ask it to "fill in this form for my company", it will guess. It may write a capacity you don't have, or a certificate you never got. A buyer may check those later.

Here is how to get answers that come only from your own facts.

What to give the AI

Keep a company fact sheet. It is a short note with the facts customers always ask for. Write it once and update it when something changes. For example:

Joglekar Precision Works, Bhosari, Pune. Started 2011.
48 employees, 2 shifts.
ISO 9001:2015 certified.
Machines: 3 CNC turning centres, 1 VMC, 2 power presses (63 and 100 tonne).
Materials we machine often: EN8, EN19, mild steel.
Customers: Deccan Tractor Parts, Sahyadri Pumps, Konkan Auto Components.
Measuring room: height gauge, micrometers, bore gauges.

Then copy the customer's questions, one on each line, with their numbers.

What to ask

Copy this into ChatGPT, Claude or Gemini. Put your own questions and fact sheet in the brackets.

Fill in this vendor registration questionnaire for my company.

Rules:
- Answer every question, in the same order and with the same numbers.
- Take each answer only from my fact sheet. Keep numbers and names exactly as written.
- If the fact sheet doesn't answer a question, or answers only part of it, write [CHECK: what is missing]. Do not guess.
- Never claim a certificate, test, approval or customer that isn't in the fact sheet.
- One or two short sentences for each answer.

Questions:
[paste the questions here, one on each line]

Fact sheet:
[paste your company fact sheet here]

What to check

Say the questions include "Monthly production capacity", "GST registration number" and "Do you have a calibration schedule for your gauges?". None of these is in the fact sheet above. So each one comes back as a [CHECK] line.

That is the point. Now check these things:

1. Certificates. Only ISO 9001:2015 should appear, because it is the only one in the fact sheet. Delete anything else.
2. Customers. Only the three you listed. Some customers don't want to be named. Ask them first.
3. Numbers. 48 employees, 2 shifts, 3 CNC turning centres, 1 VMC. Compare each one with the fact sheet.
4. Capacity. If the AI wrote a figure for capacity, delete it. Capacity comes from your production team, not from the AI.
5. Every [CHECK]. Find the real answer and fill it in. Then add it to your fact sheet, so it is there next time.

Why this works

The fact sheet is the only source. The AI's job is to match each question to a line in it, and to say when there is no match.

"Never claim a certificate that isn't in the fact sheet" matters most. A wrong answer on a vendor form can come back at an audit.

Each form you fill makes your fact sheet a little longer. After a few customers, most questions will have an answer ready.