Jobs and syncs

Whenever bizSupply processes a document, it runs a job. Whenever a source pulls new documents from Gmail / Drive / OneDrive / Microsoft 365, it runs a sync. Both are tracked so you (and bizAssistant) can look up what happened when something goes wrong.

Last updated: 2026-07-21

Whenever bizSupply processes a document, it runs a job. Whenever a source pulls new documents from Gmail / Drive / OneDrive / Microsoft 365, it runs a sync. Both are tracked so you (and bizAssistant) can look up what happened when something goes wrong.

What a sync does

A sync is a single run of a source's ingestion — for an email source, it checks the selected folders for new messages since the last sync; for a storage source, it checks for new or changed files.

Each new document pulled by a sync triggers one or more jobs (one job per document).

Syncs are kicked off two ways:

Trigger	When
Auto-sync	Runs automatically on a schedule — roughly every hour by default.
Manual sync	On the Sources page, click Sync now next to a source.

Manual sync overrides the schedule and runs immediately. Nothing breaks if you click it while an auto-sync is already running — the second call is a no-op.

What a job does

A job is one pipeline run on one document. The pipeline goes through stages — classify the document, extract fields per ontology, link to related documents, score benchmarks. If any stage fails, the job fails.

Job statuses

Status	Meaning	What to do
PENDING	In the queue, waiting to run.	Usually resolves within seconds. If it sits PENDING >10 min, something is backed up — ask bizAssistant to check.
RUNNING	A worker is processing it right now.	Wait. Long documents can take ~1 minute.
COMPLETED	Processed successfully.	The resulting contract or invoice should be visible in the UI.
FAILED	A stage errored out.	See below.
CANCELLED	You or an admin stopped the job.	No document artefact is produced.

Why a job might fail

Most common causes, in rough order of frequency:

LLM rate limit or transient error. bizSupply retries automatically,

but after enough retries the job fails. Usually resolves by itself on the next sync; you can also retry manually (see below).

Document can't be parsed. A password-protected PDF, a scanned image

with no OCR layer, or a file type bizSupply doesn't support.

Plugin code error. If your organisation has custom plugins, the

plugin may have raised an exception. The job's error detail names the plugin.

OAuth expired mid-run. The source token was revoked while the job

was running. The source will show as Disconnected on the Sources page; reconnect it and the affected documents will re-run on next sync.

Credit exhaustion. If your org ran out of credits for the month,

new jobs are rejected until credits refresh or you upgrade. Check the Billing page.

Retrying a failed job

From the Sources page, click Sync now — bizSupply will pick up any documents whose latest job failed. You don't need to delete anything first.

You can also ask bizAssistant: "Why did my last job fail? Can you retry it?" It can look up the error with get_job_status and point you at the right action.

Looking up a specific job

bizAssistant can do this natively:

"What's the status of my most recent job?" → get_recent_errors and

get_job_status.

"Which jobs have failed today?" → filters the list to FAILED.
"Why did <job-id> fail?" → reads the error detail and explains it

in plain English where possible.

When to escalate

If a job keeps failing after multiple retries, and the error doesn't match anything in this guide, ask bizAssistant to open a support ticket. Include the document's filename and the approximate time it was ingested — the ticket will be routed to the team with all the context needed.

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