Department automation
Vendor quote processing is one of the workflows we run live today inside a North American manufacturing and packaging company: AI reads the quotes, deterministic logic builds the comparison, and a buyer approves every line before anything touches the ERP. We automate the retyping, the checking, and the drafting. Your buyers keep the negotiating, the vendor relationships, and the final word.
The grind
Every vendor formats quotes differently — emailed PDFs, spreadsheets, sometimes a price buried in the body of the email. A buyer or coordinator retypes unit prices, MOQs, and lead times into the ERP or a comparison sheet, and every retype is a chance for a wrong digit.
A vendor's order confirmation comes back 3% above the quoted price, nobody compares it line by line, and the increase quietly becomes the new normal. By the time anyone notices the drift, it has been paid a dozen times.
Requoting, chasing lead-time confirmations, asking why the MOQ doubled — each message takes five minutes of a buyer's attention, and there are dozens a day. The work that actually moves cost — consolidating vendors, negotiating annual pricing — keeps sliding to next quarter.
Contacts change, terms change, price lists expire, and updating the records loses to every more urgent task. Then a PO goes out against a stale price, and the cleanup costs more than the upkeep would have.
The split
We automate
Quote data extraction — unit prices, price breaks, MOQs, and lead times pulled from emailed PDFs into structured records
Quote comparisons — side-by-side line-item drafts across vendors, normalized to the same units of measure
Price-variance guardrails — every quoted and confirmed price checked deterministically against your last approved price, deltas flagged
PO confirmation checks — vendor acknowledgments compared against the PO on price, quantity, and promised date
Vendor correspondence drafts — requote requests and clarification emails written for a buyer to edit and send
We protect
Vendor selection and awards — which vendor wins the business is a buyer's judgment, never an automated score
Negotiation — pricing conversations and vendor relationships stay person-to-person
Price-change approval — no new price enters your system without a named person signing off
Sending anything to a vendor — the system drafts; a human reads, edits, and hits send
How it runs
AI drafts. A person reviews and approves. Nothing touches a live system without a human gate — that's the architecture, not a phase.
The full build architecture →A worked example
The comparison the buyer approves keeps its links to every source PDF, so six months later anyone can trace exactly why a price was accepted.
Yes. Pulling unit prices, price breaks, MOQs, and lead times out of a vendor's PDF is exactly the job the language model carries here — and the only one.
No, by design. The system drafts vendor emails — requotes, clarifications, follow-ups — but a buyer reads, edits, and sends every one. Your vendors always hear from your people, and your people decide what gets said.
No — the approval gate is permanent, and it's the point. Purchasing commitments spend your company's money, so no price, PO, or vendor record changes without a buyer's sign-off. A new automation runs beside your buyers' existing comparison sheets until its output has earned trust — and if it is ever down, a buyer can still work a quote from the PDF the way they always have.
Other departments we automate
We sit with your team, map how the work actually happens, and draw the split: what's worth automating, and what automation should never touch. You keep the map either way.
Map your workflows