AI in procurement that chases the paperwork for your buyers.
We build agents that turn purchase requests into clean orders, compare supplier quotes line by line, chase confirmations and delivery dates, and match each invoice to its order and delivery note. They work in your ERP and your buyers’ inbox, and every commitment waits for the approval your policy requires.
- Quotes compared line by line
- Three-way match
- Approval before every order
What AI in procurement takes off your buyers
AI in procurement means agents that handle the administrative flow around each purchase. They check requests against your catalog and budget, extract and compare supplier quotes, send and track orders, chase confirmations and match invoices to orders and deliveries. Buyers keep supplier choice, negotiation and every signature above the thresholds you set.
Most of a buyer’s day goes to follow-up: the confirmation that never came, the delivery date that slipped, the invoice that does not match the order. The agent reads those emails and documents, updates the ERP and only brings a buyer in when there is a decision to make.
It starts from the tools you already have. Requests arrive by email or in the ERP, quotes come as PDFs, suppliers answer by email or through a portal. We connect the agent to each of them, and it writes its work back where your team already looks.
What your purchasing team lives with today
- Comparing supplier quotes still happens by hand in a spreadsheet.
- Purchase requests arrive incomplete, and the buyer goes back to ask.
- Order confirmations get lost in a shared inbox.
- An invoice does not match the order, and nobody knows whether the goods arrived.
- New suppliers are set up from forms filled in three different ways.
The first agents a purchasing team asks for
Start where the volume is high and the rules are written down. Each of these runs in your ERP and your inbox.
01
Quote comparison
Supplier quotes are read whatever their layout, lines mapped to your item codes, prices, terms and delivery dates lined up in one table for the buyer.
Document AI02
Purchase order automation
Requests are checked for budget, approved supplier and catalog item, completed or sent back with the missing field, then turned into a draft order.
Process automation03
Confirmations and delivery follow-up
The agent chases unconfirmed orders, records the promised date in the ERP and warns the requester as soon as it slips.
AI agents04
Three-way match
Each invoice is checked against its order and delivery note. Price or quantity gaps reach the buyer with the three documents side by side.
Invoice processing05
A supplier portal
Suppliers upload their certificates, confirm orders and follow their payments in one space, so documents stop arriving by scattered emails.
Client portal06
Try it on an invoice
The live demo reads a fictional supplier invoice and checks its arithmetic, VAT and IBAN, the first step of any three-way match.
Try the live demo
AI in procurement: what each document is checked against
Every purchasing document has a reference it must match. The agent runs the comparison and sends the gap to the person who can settle it.
| Document | Usually arrives as | Checked against | A gap goes to |
|---|---|---|---|
| Purchase request | An email, or a form in the ERP | Budget, approved supplier list and catalog item | The requester, with the missing field named |
| Supplier quote | A PDF in the supplier’s own layout | Your item codes, the other quotes for the same request and contracted prices | The buyer, with the quotes lined up in one table |
| Order confirmation | An email reply, sometimes a portal notice | The order sent: items, prices, quantities and dates | The buyer, when a line differs |
| Delivery note | Paper scanned at reception, or a PDF | The order and its promised date | The requester and the buyer, for any shortage |
| Supplier invoice | A PDF by email, or an electronic invoice | The order and the delivery note: the three-way match | The buyer first, then accounting once it is settled |
| Email announcing new bank details | An email, sometimes a very convincing one | The bank details on file | A person, who confirms through a known contact |
Illustrative scenario
A manufacturer’s buyer, with the follow-up off his plate
In this scenario, Samir buys raw materials and parts for a manufacturer. Quotes arrive as PDFs in every possible layout, confirmations come by email, and accounting keeps asking him whether the goods on an invoice ever came in.
Fictional names, no figures claimed. The live demo on this site reads supplier invoices. It covers the extraction and checking step, and quotes are outside its scope.
- Quotes for the same request are extracted into one comparison table.
- Orders left unconfirmed past the agreed delay get a reminder, then reach Samir.
- Promised delivery dates are written into the ERP from supplier emails.
- Invoices that match the order and the receipt go on to accounting; the others come back with the gap highlighted.
- Samir still chooses the supplier and signs every order above his threshold.
Controls your purchasing policy already asks for
- No order without approval.The agent prepares orders and sends them only within your delegation of authority. Above a threshold, or with a new supplier, a person signs.
- Supplier bank details verified.A change of IBAN or address announced in an email is flagged and confirmed by a person through a known contact. It is never updated automatically.
- Separation of duties.The same flow never both creates a supplier and approves its payment. Roles follow your internal control rules.
- Prices and contracts kept private.Quotes, prices and contracts stay in the EU or on your servers, under the access rights of your ERP.
Procurement: your questions
Can the agent place orders on its own?
Only where you allow it, for example recurring orders below a threshold, from an approved supplier, at a contracted price. Everything else is prepared and waits for the buyer. The rules are written with you, and every order is logged.
Does it work with our ERP?
It connects to SAP, Microsoft Dynamics, Sage, Odoo and most ERPs through their API or import files, and to the mailbox your suppliers write to. If an older system has no API, we look at the other routes during scoping.
Our quotes come in every format. Is that a problem?
That is where document AI earns its place: it reads PDFs, scans and emails in any layout and maps the lines to your item codes. Lines it cannot map are flagged for the buyer.
How does it fit with our finance team?
The three-way match is shared ground. Invoices that match go on to accounting with their order and receipt attached, and the ones that do not come back to the buyer first, so finance stops chasing purchasing.
How long before it runs?
A first agent usually goes live in four to eight weeks, tested on your past orders and invoices first. Scope and price are fixed before we start. You see how it handles your own documents before it touches live orders.
Keep exploring
- Solutions by function Every team an agent can help
- AI use cases Every use case, by function and industry
- Finance and accounting Invoices, reconciliations and closing
- Sales and prospecting Leads researched, qualified and followed up
- Client portal Also a supplier space for your partners
- Live document extraction A messy invoice in, checked data out
Leave your buyers only the negotiation.
Which documents does your purchasing team handle every week? Say so in the form: we reply within one business day to set up your free 30-minute assessment.