An AI agent that works your RFQ inbox.
Purchase enquiries arrive by email, with the details in a PDF or an Excel sheet. PROCAI's AI agent reads them, extracts the items, picks the suppliers who can supply them from your own lists and prepares the RFQ, you decide whether it waits for your approval, sends after a delay you can cancel, or runs on its own.
What is an AI procurement agent?
An AI procurement agent is software that carries a purchase enquiry from the moment it lands in a mailbox to a request for quotation sitting in suppliers' inboxes, without a form being filled in or a buyer retyping the request. PROCAI's agent watches the mailbox or forwarding address you give it, decides which messages are purchase enquiries, reads each one together with its attachments, extracts what is being asked for, chooses the suppliers on your lists who can supply it, and prepares the RFQ. How much of that runs unattended is a setting you choose.
It is not a chatbot. Nobody talks to it. The work starts when an email arrives and ends when an RFQ has left your own mailbox and the supplier replies are tracked back against it.
How the agent works
Five things happen to every enquiry. Each one is something a buyer used to do by hand.
- 1
Point it at a mailbox
Connect the mailbox that receives enquiries, or forward them to the intake address PROCAI gives you. Both paths end in the same place: the agent's inbox.
- 2
It decides what is an enquiry
Every message is classified. Newsletters, supplier replies to an existing RFQ and internal chatter are left alone; a purchase request is picked up. Reading the inbox is free, you are only charged when an enquiry becomes a prepared RFQ.
- 3
It reads the request and every attachment
PDF purchase requisitions, Excel BOQs, Word specifications, CSV lists, photographed forms, forwarded .msg and .eml messages and zip archives are all opened. Items, quantities, units, brands, part numbers, required-by dates and delivery place are extracted, and every value is checked back against the document. A number that is not in the source is dropped, never guessed.
- 4
It picks the suppliers
The items are matched against the supplier lists you uploaded, including the brands each supplier carries, so a bearing enquiry goes to the bearing distributors and not to everyone. If nobody on the list fits, the enquiry is handed to you with a note instead of failing silently.
- 5
It prepares the RFQ, you choose who presses send
The request is written in your template with the extracted items, the original documents attached, and the matched suppliers as recipients. Then one of three things happens, depending on the stage you set.
Three stages. You choose.
Start with approval, move to automatic when you trust it. The stage is a per-agent setting you can change at any time.
You approve before it sends
Every prepared RFQ waits as a card. Open it, edit the items or recipients if you want to, and press send. Nothing leaves without you.
Sends itself, unless you stop it
The card is prepared and a timer starts, 20 minutes by default. You can edit it, send it now or stop the timer; if you do nothing, it goes out on its own.
Fully automatic
The RFQ is sent as soon as it is ready. You see it in your sent RFQs with every recipient and, later, every reply.
Whatever the stage, an enquiry the agent could not read cleanly, an unreadable scan, a missing quantity, a value it could not find in the document, or one request spanning too many unrelated trades, always drops back to an approval card. Automatic means automatic for the clear cases only.
What comes back
The RFQ leaves from your own connected mailbox, so suppliers reply to you. PROCAI matches each reply to the RFQ it answers, summarises the offer, price, lead time, terms, including when the quotation is a PDF attached to the reply, and shows every recipient's status in one place. From there the quotations go into a comparison sheet like any other RFQ.
- Replies matched to the RFQ, even when the subject line changes
- AI summary of each offer, read from the email or the attached quotation
- Bounces and non-responders flagged so nothing is waited on forever
- Quotations flow straight into an AI comparison sheet
What it reads
- Formats
- PDF, Excel, Word, CSV, plain text, images (OCR), forwarded .msg and .eml messages, zip archives.
- Languages
- The language the enquiry is written in. English, Arabic, Azerbaijani, Russian and Turkish enquiries were part of the test set, including mixed-language forms.
- Accuracy rule
- Every extracted value must be found in the email or its attachments. A line with a unit but no number stays empty rather than becoming a guessed quantity of one.
Included in Professional and Enterprise
An agent request is one incoming enquiry turned into a prepared RFQ. Reading the inbox and setting aside non-enquiries costs nothing.
- Professional, 400 agent requests a month, 2 seats, all three stages
- Enterprise, 500, 1,000 or 2,000 agent requests a month by tier, all three stages, plus the procurement workflow, team management and API
Need more mid-month? Request packs of 50 ($49), 150 ($129) or 500 ($349) never expire and add the same number of RFQs to your monthly cap. When both allowance and packs are used up, the agent keeps reading and holds the prepared cards, nothing is dropped.
See pricingWhat the agent does not do
An agent you can trust with sending is one that is clear about where it stops:
- It does not choose the winning supplier. It collects the offers; the award stays with you.
- It does not invent data. A quantity, brand or date that is not in the enquiry is left blank for you to fill, and the card tells you which line to check.
- It does not email anyone outside the supplier lists you uploaded, and it never sends from an address that is not yours.
- It does not answer the customer. The enquiry's sender is never contacted; the agent only talks to your suppliers.
AI procurement agents, answered.
Stop retyping enquiries into RFQs.
Connect a mailbox, upload a supplier list, pick a stage. The next enquiry that arrives is prepared for you.