Getting Started with ProcureAI

Onboard a new supplier with their full profile: name, contact person, email, phone, category, payment terms, lead time, and currency. The AI Supplier Scout can research and pre-fill details for you.

View and manage your full supplier directory. Each supplier card shows their category, rating, and contact details. You can edit, archive, or re-onboard suppliers from here.

Create an internal purchase requisition before spending anything. Captures:

• What you need and why
• Quantity and estimated budget
• Department and requester name
• Priority and required date
• Preferred supplier (optional)

Requests sit in a queue for approval before becoming a purchase order — giving you a proper audit trail.

Send a formal Request for Quotation to one or more suppliers and track responses in one place.

• Select suppliers from your directory
• Define items, quantities, and specifications
• Set a quote deadline
• AI drafts a professional RFQ email — copy and send it to each supplier
• Log their quotes back into the system when received

Enter quotes from multiple suppliers for the same item and let the AI score them across price, delivery time, payment terms, and reliability. Produces a clear recommendation so you can make an informed decision — and document it for audit purposes.

Create legally structured purchase orders that protect your business.

• Select a supplier, add line items (description, quantity, unit price, VAT)
• Set delivery address, delivery date, and payment terms
• AI adds standard Terms & Conditions automatically
• Download as a signed PDF — ready to email directly to your supplier
• Track PO status: Draft → Sent → Delivered → Closed

Record every supplier invoice as it arrives and track payment status:

• Log invoice number, supplier, amount, due date, and currency
• Match invoices to purchase orders for three-way matching
• Mark as Pending, Approved, or Paid
• The AI Invoice Scanner can extract details from an invoice description automatically
• Overdue invoices surface on the Dashboard as urgent action items

Track stock levels and get early warnings before you run out of critical items.

• Add items with current stock, minimum threshold, and reorder quantity
• When stock falls below the minimum, an alert fires on your Dashboard
• Link items to preferred suppliers for instant reorder

Store and track supplier contracts so nothing slips through the cracks.

• Record contract name, supplier, start date, end date, and value
• Set renewal reminders before contracts expire
• Track contract status: Active, Expiring Soon, Expired
• Contracts expiring within 30 days appear as Dashboard alerts

Understand exactly where your money is going. Analytics pulls from your invoices and purchase orders to show:

• Total spend by supplier, category, and time period
• Month-over-month spend trends
• Top suppliers by spend value
• AI insights — patterns, anomalies, and saving opportunities highlighted automatically

Set budget thresholds and get alerted when spending approaches or exceeds them.

• Define alerts by category, department, or supplier
• Set monthly or total spend limits
• Alerts appear on your Dashboard and in the Spend Alerts tab

Proactively monitor supplier risk so a single vendor failure doesn't shut down your operations.

• AI assesses each supplier across reliability, financial stability, lead time consistency, and concentration risk
• Risk scores are shown as Low / Medium / High with reasoning
• High-risk suppliers surface automatically for review
• Recommended mitigation actions provided for each risk flag

A procurement-specialist AI assistant powered by Anthropic's Claude. Ask it anything:

• "Draft a supplier evaluation scorecard for a logistics provider"
• "What payment terms should I negotiate with a new supplier?"
• "Summarise my top 3 spending risks this month"
• "Write an email chasing an overdue delivery from [Supplier Name]"
• "What's a fair unit price for 500 units of [item] in [country]?"

In Settings → Company Profile & Branding, fill in:

• Business address — printed in the "Bill To" box on every PO
• Phone number — shown in the PO and RFQ footer
• Business email — shown in the PO and RFQ footer
• Website — shown in the footer of every document
• VAT / Reg No — printed as "Reg/VAT:" on POs and in the RFQ header

Upload your company logo (PNG, JPG, SVG, or WebP — max 500 KB) and it will appear at the top of every Purchase Order and RFQ in place of the plain company-name text.

• Logo is stored securely in your browser — never uploaded to any server
• Displayed at up to 160 × 56 px (aspect ratio preserved automatically)
• Tap "Remove Logo" at any time to revert to text