Automate your procurement process.
PROCAI automates the four steps that eat a procurement team's week: finding suppliers, sending RFQs, chasing replies, and building the comparison sheet. No installation, no consultants, no change to your ERP.
What is procurement automation?
Procurement automation is the use of software for the repetitive steps of buying: supplier discovery, request for quotation (RFQ) distribution, follow ups, quotation data entry and quote comparison. Buyers then spend their time on the parts that need judgement, choosing the supplier and approving the spend.
It is not an ERP or a source to pay suite. Those record decisions after they are made. Automation software does the work that produces the decision: it finds the suppliers, sends the requests, reads the replies and lays the numbers side by side.
What can actually be automated
Six tasks make up most of the manual work in a sourcing cycle. PROCAI automates all six from one workspace.
Supplier discovery
Manually: Search engines, directories and old contact lists, one country at a time.
With PROCAI: Describe what you need in plain language. PROCAI returns suppliers with emails, phones and websites across up to three countries at once.
RFQ distribution
Manually: Write the same enquiry again and again and email suppliers one by one.
With PROCAI: Write the request once and send it to every shortlisted supplier from your own Gmail, Outlook or SMTP mailbox.
Follow ups and reply tracking
Manually: Scan your inbox daily, remember who answered, chase the rest.
With PROCAI: Replies are matched to the RFQ automatically, and bounces and undelivered mail are flagged.
Quotation data entry
Manually: Retype every line item from PDFs and spreadsheets, each in a different layout, unit and currency.
With PROCAI: Upload the quotations exactly as they arrived, PDF, Excel, Word, CSV or a scan, in the supplier's own layout and language, and PROCAI extracts the line items for you to check.
Quote comparison
Manually: Build a new Excel sheet per project and align by hand items no two suppliers named the same way.
With PROCAI: PROCAI reads every quotation and puts the same item from different suppliers on one row of a side by side comparison sheet.
Approvals and purchase orders
Manually: Chase signatures over email, then rebuild the request as a purchase order.
With PROCAI: Enterprise workspaces run each request through a defined approval path, from purchase requisition to purchase order, with every step recorded.
Two steps further
Let an AI agent run the RFQ step
Enquiries that arrive by email are read, matched to your suppliers and turned into RFQs.
Learn morePut approvals on a pipeline
Eight recorded approval steps from purchase requisition to purchase order, for enterprise teams.
Learn moreHow to automate your procurement process in four steps
That is the whole setup. You can run a first sourcing cycle the day you sign up.
- 1
Describe what you need to buy
Type the material, service or scope in plain language and pick the countries. No categories to configure, no supplier database to import.
- 2
Connect the mailbox you already use
Link Gmail, Microsoft 365/Outlook or any SMTP mailbox. RFQs go out from your own address, so suppliers see the buyer they know.
- 3
Send one RFQ to every supplier
Select the suppliers and send the request once. Replies, bounces and silent suppliers are tracked against the RFQ.
- 4
Upload the quotes and compare
Upload the quotations as suppliers sent them. PROCAI structures them into one comparison sheet you can export to Excel or PDF.
Manual vs automated, per sourcing cycle
These are PROCAI's own estimates, the same figures the product uses to calculate its hours saved report. They are a model of typical manual effort, not measured customer results.
| Task | Done manually | With PROCAI |
|---|---|---|
| Supplier discovery (one search) | ≈ 8 hours | ≈ 15 minutes |
| RFQ to 30 suppliers | ≈ 2.5 hours | ≈ 5 minutes |
| Quotation comparison sheet | ≈ 3 hours | ≈ 5 minutes |
| Total, one sourcing cycle | ≈ 13.5 hours | ≈ 25 minutes |
What PROCAI does not automate
Three things stay with your team on purpose:
- The award decision. PROCAI lays the numbers out, choosing the supplier is yours, and nothing is selected automatically on price alone.
- Supplier relationships. RFQs go from your own mailbox, so the conversation stays between you and the supplier.
- Accounts payable and ERP posting. PROCAI covers request to award, not invoice matching or payment, and sits alongside your finance system.
Procurement automation FAQ
How do I automate my procurement process?
Start with the steps that repeat on every project: supplier discovery, RFQ sending, reply tracking and quote comparison. In PROCAI you describe what you need, connect your mailbox, send one RFQ to every shortlisted supplier, and upload the quotations to get a comparison sheet. Nothing to install and no ERP change.
What is the difference between procurement automation and an ERP?
An ERP records purchases after the decision: purchase orders, receipts, invoices. Procurement automation does the work that leads to the decision: finding suppliers, collecting quotations and comparing them. PROCAI covers request to award and sits alongside your ERP.
Can procurement automation work with suppliers who are not on any platform?
Yes. PROCAI emails suppliers at their own addresses from your connected mailbox. Suppliers need no account, login or portal. They reply to a normal email and PROCAI captures the reply.
How long does it take to set up?
Minutes. There is no supplier database to import and no category tree to configure. Sign up, connect a mailbox and run the first search. Most teams complete a full sourcing cycle on their first day.
Which quotation formats can it read?
Supplier quotations can be uploaded as PDF, Excel, Word, CSV or image files, in the supplier's own layout, language and currency, with no item list needed. PROCAI reads every line, works out each quotation's currency and VAT, and matches the same item across suppliers so the comparison is like for like. Poor scans and unusual layouts can be misread, so the sheet stays editable and should be checked against the originals.
Do I need an Enterprise plan to automate procurement?
No. The Free plan needs no credit card and has no time limit, so a single buyer can automate their own sourcing. Team and Professional plans add seats and a shared credit pool, and Enterprise workspaces add a purchase requisition to purchase order approval workflow.
Stop rebuilding the same sheet at midnight.
Free plan, no credit card, no installation.