AI assistant for procurement specialists: supplier requests, comparison and delivery control
Negotiations and supplier selection are your job. The assistant sends out requests, merges offers into one table, checks specifications for discrepancies and keeps track of delivery deadlines and documents.
What it does
- collects and compares quotes in a single table
- prepares supplier enquiries to one consistent template
- tracks delivery dates and chases suppliers who go quiet
- checks invoices against what was agreed
- keeps a supplier register with price history
What it does not do
The limits are set in advance
- does not choose the supplier and does not sign the contract
- does not negotiate on price
How much time it frees up
By our reviews, a procurement specialist spends roughly
11 hours a week on the routine listed above — more than a third of the working week. The assistant does not take all of it: some tasks you will still be checking. But checking something finished is faster than doing it from scratch, and the gain lies in exactly that difference.
How it works
The assistant plugs into the channels where the work already happens: email, messengers, spreadsheets. It does not require the company to move to a new system — on the contrary, it works through what has piled up in the current one.
How the assistant covers the mechanical part of procurement
A request to ten suppliers in five minutes
You need a batch of components. The assistant sends a request for quotation from your template to the suppliers in the base, politely reminds those who haven't replied after three days and collects the answers. You don't write ten identical emails or keep track of who replied.
Comparing offers in one table
Offers arrive in different formats: one price with VAT, another without, a third with delivery separate. The assistant brings everything into a single table: unit price with VAT and delivery, lead time, payment terms, deviations from your specification. You see a comparison, not fifteen attachments.
A specification in which nothing got lost
The supplier sent an invoice and a specification. The assistant checks them against your request: quantity, part numbers, price, dates — and flags discrepancies. "480 pieces on the invoice instead of 500" is noticed before payment, not at goods receipt.
Delivery deadlines and documents under control
For every active delivery the assistant keeps the status: paid, shipped, in transit, received, documents received. Two days before the deadline it reminds the supplier; in case of delay — you. Closing documents that haven't arrived go on the month-end list rather than becoming a surprise for accounting.
A management report without manual consolidation
How much was purchased, from whom, with what saving against the first offers, where deadlines were missed. The assistant compiles the report for the period from its own data. All you have to do is comment.
What the dialogue looks like
You: Request No. 118: bearings 6204, 500 pieces, needed by 10 October. Send the request to the "bearings" base.
Assistant: Request sent to 7 suppliers using the quotation template with your specification and deadline. Reminder to those who don't reply — on Thursday. I'll start filling in the comparison table as replies arrive; the first two are already in, Promsnab quoted without VAT — recalculated.
You: Show me when you have five replies.
Assistant: Agreed. I'll mark deviations from the specification in a separate column and highlight the deadline if anyone can't make 10 October.
What we need from you at the start
- The supplier base in any form — a spreadsheet, contacts in email, a folder of contracts.
- The quotation request template and the comparison form you are used to; if there isn't one, we'll suggest ours.
- The rules: what counts as a deviation from the specification, at what delay to escalate.
- How you track deliveries now — so the assistant fits in rather than starting a parallel spreadsheet.
Implementation timeline
The review is one conversation. Setting up the templates and the base takes three days. The assistant runs the first purchase together with you: the mailing, the comparison table, the invoice check. From the second it works on its own and you make decisions from the table. About two weeks in total.
Frequently asked questions
Will it haggle with suppliers?
No. Negotiating price and terms is yours. The assistant collects offers, asks clarifying questions about the specification and reminds about deadlines.
No. Negotiating price and terms is yours. The assistant collects offers, asks clarifying questions about the specification and reminds about deadlines.
We have 1C and our own request system.
The assistant works with exports and documents and does not log in to the system. If convenient, it prepares data in a format for loading into it.
The assistant works with exports and documents and does not log in to the system. If convenient, it prepares data in a format for loading into it.
Will suppliers realise it isn't a person writing?
The emails go from your template and your address; the style is set once. Outwardly it is ordinary business correspondence from the procurement department.
The emails go from your template and your address; the style is set once. Outwardly it is ordinary business correspondence from the procurement department.
Will it suit a small manufacturer without a procurement department?
Yes — where one person handles procurement alongside other work, the effect is most noticeable.
Yes — where one person handles procurement alongside other work, the effect is most noticeable.
What it costs
Task review and configuration of one assistantfrom ₽12,000 (≈ $142)
An extra task beyond the basic fivefrom ₽3,000 (≈ $36)
Training for you or a member of stafffrom ₽5,000 (≈ $59)
Support and adjustments, per monthfrom ₽4,000 (≈ $47)
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