Supplier quotation comparison, without the retyping.
Upload the quotations your suppliers sent, in whatever layout they used, and PROCAI builds one side by side comparison sheet with the line items matched, the currency and VAT of each offer stated, and the totals worked out. You check it, correct it, and make the award.
What is supplier quotation comparison?
Supplier quotation comparison is the step between receiving offers and awarding the order. Every quotation is broken into its line items, the same item is lined up across all suppliers, and the prices, quantities, units, currency, tax and terms are set next to each other so the offers can be judged like for like. Done by hand it means retyping PDFs into a spreadsheet, and that retyping is where most errors enter an award.
PROCAI does the extraction and the matching with AI and hands back a finished sheet. The sheet is a working document: every cell stays editable and nothing in it is a decision. The buyer still reads the offers, checks the sheet and chooses the supplier.
What goes in, what comes out.
No template for suppliers to fill in, and no fixed layout for you to follow.
What you upload
- Two to five supplier quotations per sheet, up to ten on Enterprise plans
- PDF, Excel (.xlsx, .xls), Word (.docx, .doc), CSV, or a JPG or PNG photo or scan
- Your Bill of Quantities or item list, which the sheet is anchored to. When you build from an RFQ, the file you attached or the RFQ's own text can serve as the list
- For each quotation, its currency, whether VAT is to be added and at what rate, and optionally your own exchange rate to US dollars, all declared by you at upload
What you get back
- One sheet with each line item matched across suppliers, including items that suppliers described differently
- Unit prices, quantities and line totals per supplier, with total rows that follow each quotation's currency and VAT
- A total in US dollars alongside the original currency when the quotations are in different currencies
- Export to Excel with the original quotations embedded in the workbook, or to PDF
Where it fits
- Build a sheet straight from the replies to an RFQ you sent through PROCAI
- Or upload quotations you collected any other way, the RFQ does not have to come from PROCAI
- On Enterprise plans, attach the sheet at the commercial comparison step of the approval workflow
- Available on every plan, including Free
How to compare supplier quotations in four steps.
From a folder of attachments to a sheet you can take into the award meeting.
- 1
Start a comparison
Open Comparison in your dashboard and start a new sheet, or open an RFQ you sent through PROCAI and build the sheet from the quotations suppliers replied with.
- 2
Add the quotations
Upload your Bill of Quantities or item list, then each supplier's file as it arrived. Name the supplier, pick the quotation's currency and say whether VAT applies and at what rate.
- 3
Let PROCAI build the sheet
The files are read in the background, typically in a few minutes, and the sheet appears in your dashboard when it is ready. Scanned and photographed quotations are read with OCR.
- 4
Review, correct and export
Read the sheet against the original quotations, edit any cell that needs it, then export to Excel or PDF for the award meeting or the approval file.
What it does not do, and where you come in.
A comparison sheet is only useful if the person signing the award trusts it. These are its limits.
- It does not pick the winner. PROCAI sets the numbers side by side and nothing is selected on price alone. Lead time, compliance, payment terms and supplier history are yours to weigh.
- It can misread a document. Poor scans, handwriting and unusual layouts are the usual causes. Check the sheet against the source quotations before you rely on it, every cell can be corrected.
- It compares what suppliers wrote. If two suppliers priced different scopes, the sheet shows the difference, it cannot make the offers equivalent. A clear RFQ is still the best fix.
- It is not a tender evaluation system. There is no weighted scoring, sealed bidding or supplier portal.
Quotation comparison, answered.
How do I compare supplier quotations quickly?
Upload your item list and the quotations as they arrived, declare each quotation's currency and VAT, and let PROCAI extract and match the line items into one sheet. You then check the sheet against the originals and export it. The slow part of a manual comparison, retyping every line into Excel, is the part that is automated.
Which file formats can PROCAI read?
PDF, Excel (.xlsx and .xls), Word (.docx and .doc), CSV, and JPG or PNG images. Scanned PDFs and photographed quotations are read with OCR. Suppliers do not need to use a template, each quotation can keep its own layout.
Does it work with quotations in Arabic or other languages?
Yes. Quotations are read in the language they were written in, including Arabic with Arabic-Indic numerals, and quotations in different languages can sit in the same sheet. Accuracy depends on the quality of the document, so review matters most for scans and mixed-language files.
How does it handle different currencies and VAT?
You declare each quotation's currency, and whether VAT is to be added and at what rate, when you upload it. Your declaration overrides anything the AI detects. The sheet then shows a subtotal, VAT and a total including VAT where VAT applies, and adds a total in US dollars when the quotations are in different currencies. You can enter your own exchange rate for a quotation.
How many quotations can one sheet compare?
Two to five quotations on the Free, Individual and Professional plans, and up to ten on Enterprise plans.
How much does a comparison sheet cost?
Credits, by the number of quotations: 3 credits for two quotations, 4 for three, 6 for four and 8 for five. Enterprise sheets with six to ten quotations cost 2 more credits per extra quotation. The Free plan includes 8 credits for comparisons with no credit card. Running the analysis again on a changed set of quotations is charged again.
Does PROCAI choose the supplier for me?
No. PROCAI prepares the comparison and a person makes the award. Nothing is selected automatically, on price or on anything else.
Bring your next set of quotations and see the sheet.
The Free plan includes 8 credits for comparisons, enough for two sheets of three quotations. No credit card.