AI procurement that compares quotes so buyers can negotiate
Requests go out to suppliers, quotes come back into one table, and the approver sees price, terms and past orders before saying yes.
Quotes live in e-mail threads and nobody can compare them.
A buyer asks three suppliers, gets answers in different formats, copies prices into a sheet and forgets the freight. Approvals happen in a chat with no record of why one supplier won.
- Purchasing teams that run quotes by e-mail and spreadsheets
- Companies on SAP S/4HANA or Odoo that want faster approvals
- Operations managers who approve purchases without the full picture
The agents
Sends quote requests from Gmail, reads the replies and builds a comparison with unit price, freight, taxes, payment terms and lead time.
Turns purchase requests into a clear list of items and quantities, chases suppliers who have not answered and updates the tracker in Google Sheets.
Checks supplier documents, contract terms and approval limits, and flags new suppliers or unusual conditions before the order is placed.
How it works
- Someone requests a purchase in Slack or by e-mail.
- Nina confirms the items, quantities and deadline, and Darwin sends quote requests to your approved suppliers.
- Replies are read and placed side by side, with total cost and the last price paid for each item.
- Henry checks supplier documents and limits, and the approver decides in Slack with the full comparison in front of them.
- The approved order is created in SAP S/4HANA or Odoo by a person or with their OK, and the decision is recorded.
Example of what you get
Quote comparison for a purchase
- Suppliers side by side: unit price, freight, taxes, terms and delivery time
- Last price paid for the same items and the difference
- Supplier documents status and any contract issue
- Recommendation with the reason, waiting for approval
What changes
- Every purchase is compared on total cost, not just unit price
- Approvals have a written reason that anyone can check later
- Buyers spend more time negotiating and less time copying prices
Where a person is still needed. The team does not sign contracts, place orders or commit spending without approval. Negotiation and supplier relationships stay with your buyers.
Connects to
Procurement and quotes team
What does an AI procurement agent actually do?
It handles the routine of each purchase: requests quotes, reads replies in any format, compares total cost and prepares the approval. Buyers keep the decisions and the negotiation.
Do we need new AI procurement software?
No. AI agents for procurement work with Gmail, Google Sheets, Slack and your ERP. Suppliers keep answering by e-mail as they do today.
How does a procurement AI agent keep spending under control?
It checks approval limits and supplier status before anything moves, and nothing is ordered without a person. Every request, quote and decision is logged.
How long does it take to start using AI for procurement?
Share your supplier list and approval rules, and connect Gmail and the ERP. The first comparison can come out in a working session. Try it free on a purchase you are quoting this week.
Can AI compare supplier quotes that come in different formats?
Yes. Darwin reads replies as they arrive, whether in the e-mail body, a PDF or a spreadsheet, and places them side by side with unit price, freight, taxes, payment terms and lead time. Items it cannot read with confidence are marked for the buyer to check.
Which tools does AI procurement connect to?
Gmail for quote requests and replies, Google Sheets for the purchase tracker, Slack for requests and approvals, and SAP S/4HANA or Odoo for the purchase order. Suppliers do not need to use anything new.
What happens when a supplier does not answer the quote request?
Nina follows up with the supplier and updates the tracker with who has and has not replied. If the deadline is close, the buyer sees which quotes are missing and decides whether to wait or go ahead with the ones in hand.
Can I set approval limits by amount or category?
Yes. You define who approves which purchases, for example by amount, cost center or category, and Henry checks those limits before the request goes to the approver. Nothing is ordered without that approval.
Does the AI negotiate with suppliers?
No. Negotiation and supplier relationships stay with your buyers. The team gives them the comparison, the last price paid and the differences, so they go into the conversation with the facts.
How do we see if AI procurement is saving time and money?
Each comparison shows the last price paid for the same items and the difference, and every decision is recorded with its reason. Over time you can check how long purchases take from request to approval and how prices compare with previous orders.