An AI agent that works your RFQ inbox.
PROCAI's AI agent reads the purchase enquiries that arrive by email, PDF and Excel attachments included, extracts the items, picks suppliers 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 a mailbox to a request for quotation in suppliers' inboxes, without a buyer retyping it. PROCAI's agent watches the mailbox you give it, reads each enquiry with its attachments, extracts the items, chooses suppliers from your lists and prepares the RFQ. How much runs unattended is your setting.
It is not a chatbot. The work starts when an email arrives and ends when an RFQ has left your own mailbox and the supplier replies are tracked against it.
How the agent works
Five things happen to every enquiry, each one a job 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. A built in test then drafts a sample enquiry from your own supplier list and shows what the agent would do with it, before any real email is touched.
- 2
It decides what is an enquiry
Every message is classified. Newsletters, supplier replies and internal chatter are left alone. A purchase request is picked up, including one forwarded by a colleague. Reading the inbox is free, an agent request is only counted when an RFQ is sent.
- 3
It reads the request and every attachment
PDF requisitions, Excel BOQs, Word specifications, CSV lists, photographed forms, forwarded .msg and .eml messages and zip archives are all opened, for goods, services or both. The agent pulls out items, quantities, units, brands, your own item codes and the manufacturer's part numbers, the quotation deadline, the delivery date and place, freight terms and required documents. Every value is checked against the document, and a number that is not in the source is dropped, never guessed.
- 4
It picks the suppliers
Items are matched against the supplier lists you uploaded, including the brands each supplier carries, so a bearing enquiry goes to bearing distributors, not to everyone. List the brands and the items each supplier sells and the agent reads those columns first. The card shows what each choice rests on: a profile match, a past reply to a similar request, or only the agent's own reading of the company. Each company receives the RFQ once, not once per contact. If nobody on the list fits, the enquiry is handed to you with a note.
- 5
It prepares the RFQ, you choose who presses send
The RFQ is written in your template with the extracted items, every stated requirement, the original documents attached and the matched suppliers as recipients. The card shows which lines the suppliers cover and names any line nobody covers. What happens next depends on the stage you set.
Three stages. You choose.
Start with approval, move to automatic when you trust it. Change the stage per agent at any time.
You approve before it sends
Every prepared RFQ waits as a card. Edit the items or recipients if you want, then press send. Nothing leaves without you.
Sends itself, unless you stop it
A timer starts, 20 minutes by default. Edit the card, 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.
In every stage, some enquiries always drop back to an approval card. An unreadable scan, a missing quantity, a value the agent could not find in the document, or one request spanning too many unrelated trades. Automatic means automatic for the clear cases only.
What comes back
The RFQ leaves from your own mailbox, so suppliers reply to you. PROCAI matches each reply to its RFQ, summarises the offer, price, lead time and terms, including PDF quotations attached to the reply, and shows every recipient's status. From there the quotations go into a comparison sheet.
- 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 silent suppliers 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 in 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 Team, Professional and Enterprise, free to try on every plan
An agent request is one enquiry whose RFQ is sent to suppliers. Reading the inbox and preparing, holding or dismissing a card cost nothing. An enquiry covering two unrelated product groups, such as drives from one brand and sensors from another, goes out as two RFQs and counts as two requests.
- Free and Individual, a one time 7 day free trial: 70 agent requests, every RFQ approved by you. It starts when you link a mailbox to your first agent.
- Team, 100 agent requests a month with 3 seats, and Professional, 400 a month with 5 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 300 ($219) never expire and add the same number of RFQs to your monthly cap. When 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
Where the agent 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, 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.
What is an AI procurement agent?
Software that turns an incoming purchase enquiry into a request for quotation without a buyer retyping it. PROCAI's agent reads the email and its attachments, extracts the items, matches suppliers from your lists and prepares the RFQ. Depending on the stage you set, it waits for your approval, sends after a delay you can cancel, or sends on its own.
How does the agent know an email is a purchase enquiry?
Every message reaching the connected mailbox or forwarding address is classified first. Supplier replies, newsletters, invoices and internal messages are left alone. Only a message asking to buy or price something becomes a request. Classification is free, an agent request is only counted when an RFQ is sent.
Can it read attachments like PDF requisitions and Excel BOQs?
Yes. PDF, Excel, Word, CSV, images, forwarded .msg and .eml messages and zip archives are read, including scanned or photographed forms. The agent pulls out items, quantities, units, brands, your own item codes and the manufacturer's part numbers, the quotation deadline, the delivery date and place, freight terms and required documents. Every value is checked against the document, so nothing that is not in the source ends up in the RFQ.
Which suppliers does it send the RFQ to?
Suppliers from the lists you uploaded to your PROCAI directory, matched to the items in the enquiry, including the brands each supplier carries. Each company receives the RFQ once, and the approval card shows which lines the suppliers cover. If no supplier fits, the enquiry is handed to you with a note rather than sent to everyone.
Can I keep control over what gets sent?
Yes, at three levels. Stage 1 holds every RFQ until you approve it. Stage 2 starts a timer, 20 minutes by default, during which you can edit, send or stop it. Stage 3 sends as soon as the RFQ is ready. In every stage, an enquiry the agent could not read cleanly drops back to an approval card, and every RFQ goes out from your own mailbox so suppliers reply to you.
What counts as an agent request, and which plans include it?
One agent request is one enquiry whose RFQ is sent to suppliers. Reading the inbox and preparing, holding or dismissing a card are free, and an enquiry covering two unrelated product groups counts as two. Team includes 100 requests a month with 3 seats, Professional 400 with 5 seats, Enterprise 500, 1,000 or 2,000 by tier. Packs of 50 ($49), 150 ($129) or 300 ($219) never expire and add the same number of RFQs to your monthly cap. Free and Individual plans get a one time 7 day free trial, 70 requests with every RFQ approved by you, starting when you link a mailbox.
Does the agent handle service requests, or only materials?
Both. An enquiry can ask for goods, a service, or a mix. A service scope needs no piece quantities, and the parts of one machine or the scope of one service stay together as one request. Deadlines, freight terms, required documents and whether alternatives are acceptable are carried into the RFQ.
Stop retyping enquiries into RFQs.
Connect a mailbox, upload a supplier list, pick a stage. The next enquiry that arrives is prepared for you.