An AI agent reads your suppliers' quotes, whether PDF or Excel, matches every line item on your material list and creates the bid comparison.
Nothing is awarded or ordered until an employee approves it.
| Line item | Supplier AExcel | Supplier BPDF | Supplier CPDF |
|---|---|---|---|
| Reinforcing steel B500B Ø 12 mm6.5 t | 5,265.00 | 5,135.00 | no quote |
| KG pipe DN 150 SN 840 pcs | 1,396.00 | 1,116.00SN 4 | 1,344.00 |
| XPS insulation 120 mm320 m² | 7,840.00 | 7,511.40 | 8,032.00 |
| Waterstop85 m | 1,071.00 | no quote | 994.50 |
Award proposal waiting for your approval
Every supplier replies in its own format, with its own item numbers, its own units and freight tucked into the delivery terms. Your team matches every line item by hand and converts it to the landed cost delivered to site, because only that figure can be compared.
When day-to-day business leaves no time for this, quotes are compared less thoroughly and orders cost more than they need to.
Your material list, line item 3XPS perimeter insulation 120 mm320 m²
ExcelSupplier A
320 m² at 24.507,840.00
PDFSupplier B
Item 512012 XPS insulation board 120 mm, pack of 3.00 m², 107 packs at €70.20 per pack
107 packs of 3.00 m² = 321 m²7,511.40
PDFSupplier C
Perimeter insulation board XPS 120 mm, 320 m² at €25.10 per m². Delivery terms: freight €95.00 per delivery
plus freight 190.008,032.00
This is one line item. With 80 line items and three quotes, it is 240 times.
What goes wrong along the way costs money later:
No quote came in for one line item and nobody noticed.
The cheapest quote contained a different product or left out the freight.
With no time to compare, the order goes to the familiar supplier instead of the cheapest one.
The prices expire before a decision is made.
The agent takes over the typing, matching and checking, following the rules of your purchasing department.
What the agent doesWhat your team decides
Simplified example, all data invented
Request, extract from the material list
| Line item | Material | Qty |
|---|---|---|
| 1 | Reinforcing steel B500B, bars Ø 12 mm | 6.5 t |
| 2 | Sewer pipe (KG pipe), nominal size DN 150, ring stiffness SN 8, length 5 m | 40 pcs |
| 3 | XPS perimeter insulation (extruded polystyrene), 120 mm | 320 m² |
| 4 | Waterstop sheet for construction joints | 85 m |
ToSupplier ASupplier BSupplier C
Request for quotation, project 2417, apartment building
Your rule: request shell construction materials from suppliers A, B and C
approved, sentReceived, matched to the request for project 2417
Quote 2608812
Line 10: item no. 771012 reinforcing steel B500B Ø 12 mm, bar length 14 m, 6.5 t at €790.00 per t, price valid until 6 Nov 2026
Line 20: item no. 330415 KG pipe DN 150 SN 4, 5.0 m, 40 pcs at €27.90 per piece
Line 30: item no. 512012 XPS insulation board 120 mm, pack of 3.00 m², 107 packs at €70.20 per pack
Crane unloading €45.00 per delivery. Payment within 10 days with 2% cash discount or 30 days net.
Matching, quote from supplier B
Crane unloading for two deliveries €90.00, 2% cash discount included.
The agent's proposal
There is at least one matching quote for every line item.
Supplier C is cheaper on 2 and 4 taken alone, but more expensive once freight is added.
Purchase orders
Waiting for your team's approval
To supplier B: line items 1 and 3
To supplier A: line items 2 and 4
Prepared for handover as Excel or through the interface of your ERP system
Bid comparison across three quotes, total prices net in euros
| Line item | Supplier A | Supplier B | Supplier C |
|---|---|---|---|
| 1 Reinforcing steel6.5 t | 5,265.00 | 6.5 t€790.00 per t5,135.00as requested | no quote |
| 2 KG pipe SN 840 pcs | 1,396.00 | 40 pcs SN 4€27.90 per piece1,116.00SN 4, not counted | 1,344.00 |
| 3 XPS insulation320 m² | 7,840.00 | 107 packs€70.20 per pack7,511.40321 m² | 8,032.00 |
| 4 Waterstop85 m | 1,071.00 | no quote | 994.50 |
| Extra costsfor two deliveries | none | €45.00per delivery90.00crane unloading | 190.00 |
| Cash discount | 3% | 2% | none |
The agent recognises the same goods even under a different name or a different standard.
The agent converts packs, bars and mats into your unit, rounded up to full packs.
The agent flags other classes or makes. Your team decides whether they are equivalent.
If a line item has no quote, it goes to the top of the list and the follow-up request is ready.
The agent lists accessories you did not request separately, outside the comparison.
Freight, crane unloading, surcharges and cash discounts go into the landed cost, even when they are scattered across the quote.
The agent shows how long every price is valid and reminds you in good time before it expires.
A new quote replaces the old one, the changes are flagged and the old version stays on file.
The agent factors in the additional deliveries. That way you see whether splitting the order pays off.
Worked example: time
80 line items and three quotes make 240 quote lines. At one minute per line, one bid comparison takes half a working day.
Worked example: purchasing
With 3 million euros of material purchasing a year, every per cent of better purchase prices is worth €30,000.
Without approval the agent sends nothing: no request, no follow-up, no purchase order. It flags deviations, and your team makes the decision.
Processing runs in data centres in the EU under the General Data Protection Regulation (GDPR), with a data processing agreement. The provider of the language model does not use your data for its own training.
Bid comparison and award proposal created
Your team
ApproveSuppliers A and B receive their purchase orders
Quote from supplier B, page 2, line 30
107 packs of 3.00 m²
We record your purchasing on screen, using real requests and quotes, special cases included.
Onboarding costs a small amount that we agree before the start. After that you pay a monthly fee that can be cancelled flexibly.
Onboarding
Extra work for your team2 to 3 days
Test phase
Extra work for your teamno extra work
Value visible, then subscription
Operation
Your costsmonthly fee priced for mid-sized companies, can be cancelled flexibly
Extra work for your teamno extra work
You start with one material group or one project and add more later.
Without the manual work, a third or fourth quote pays off even for small orders.
The agent reads Excel and PDF from your estimate and hands over as Excel or to your ERP system. Your suppliers keep sending quotes by email as before.
Which suppliers you ask, which alternatives are acceptable and who approves above which amount is stored with the agent.
The agent reads the material list in the form your software exports it, for example as Excel or PDF. We clarify which exports and interfaces your software offers before the start.
No. They keep sending quotes as before. The agent copes with different formats, item numbers and units.
The agent flags the deviation and shows it next to the requested specification. Your team decides whether the product is equivalent.
No. It takes the copying, converting and matching off your team's hands. Negotiating, deciding and the relationship with your suppliers stay with you.
Yes. Bid comparison, quote comparison or price comparison: each means the step from the supplier quotes to the decision on who supplies what.
We show it on a request with several line items and work out what it means for your purchasing.
Your contact