Makes quotes
comparable.
One in PDF, one in Excel, one in an e-mail body; every supplier writes a different unit, different payment terms, different delivery conditions. The agent prepares and distributes the RFQ, normalizes incoming quotes into one table, produces the total cost matrix with freight, payment terms and lead time, and recommends with the supplier's history. Supplier selection and order approval always rest with the purchasing manager.
It takes over the formats and calculations; the purchasing team decides
The agent learns the supplier master and order history in the ERP and the company's purchasing rules; cuts quote collection and comparison from hours to minutes and brings the purchasing team only the table that needs a decision.
RFQ creation and distribution to suppliers
Drafts the RFQ from the requisition line with specification, quantity, delivery point and deadline; distributes it to the approved supplier list by e-mail or portal and reminds those who have not replied.
"RFQ-0917 · sent to 6 suppliers · 4 replies, 2 reminders"Normalizing incoming quotes into one table
Reads quotes in PDF, Excel and e-mail bodies; brings units, currency, VAT, quantities and line matching to the same basis. Asks the supplier for missing or unclear fields.
"3 formats → 1 table · 2 missing fields requested"Total cost matrix
Adds freight, payment-term cost, lead-time delay risk and warranty terms next to the unit price; ranks by the purchasing criterion (lowest total cost, shortest lead time, longest payment terms).
"A cheapest per unit · B ahead on total cost (90-day terms)"Supplier performance history and risk
Extracts on-time delivery, quality rejections and price deviation from the ERP order history; reports single-source dependency and financial risk signals.
"B: 14 orders · 93% on time · 1 quality rejection"Compliance with contract and order terms
Compares the payment, delivery, penalty and warranty terms in the quote with the company's standard purchase terms and framework contract; flags deviations and routes them to the legal agent.
"No penalty clause · off standard terms → legal opinion"Summary and recommendation for the approval flow
Presents the matrix, reasoned recommendation and risks on one page to the purchasing manager; after approval prepares the order draft in the ERP and writes the decision to corporate memory with its reason.
"Recommend B · 1-page summary · order draft after approval"A sample day with the procurement agent
A representative working day: from the RFQ going out to the order draft, which work the agent finishes alone and which it submits for the purchasing manager's approval. Every decision is taught to the next similar purchase.
- Requisition: 1,200 bearings, within 3 weeks
A purchase requisition arrives from production planning. The agent opens the specification, past purchases and the approved supplier list. - RFQ-0917 prepared, sent to 6 suppliers
RFQ draft with specification, quantity, delivery point and reply deadline (2 days); the purchasing specialist reviewed and sent it. - Day 3: 3 quotes, 3 different formats
Supplier A in PDF, B in Excel, C in an e-mail body. 2 suppliers did not reply despite reminders, 1 said "out of stock". - Matrix ready: on a total cost basis
A is cheapest per unit but 60-day lead time and prepayment; B 7-day lead time, 90-day terms, freight included. B leads on total cost; A's lead time does not fit the production plan. - Supplier history and terms check
B: last 14 orders, 93% on time, 1 quality rejection. C's quote has no penalty clause → off standard terms, note to the legal agent. Recommendation: B, with reasons. - Purchasing manager approved: B
The manager reviewed the matrix and reasoning; added a negotiation note to extend B's warranty from 12 to 18 months. The negotiation is handled by the purchasing specialist. - Order draft in the ERP, decision in memory
Agreed with B on an 18-month warranty. The order draft is in the ERP approval flow; the decision is written to corporate memory with its reason, and the agent will show this precedent on the next bearing purchase.
Three suppliers send quotes in three different formats; the agent brings unit, currency, freight, payment terms and lead time to the same basis, calculates the total cost and presents it to the purchasing manager with a reasoned recommendation.
A 41,20 · B 43,80 · C 44,50 €normalizedA +2.400 € · B dahil · C +1.900 €addedA peşin · B 90 gün · C 30 günconverted to costA 60 gün · B 7 gün · C 21 günA misses the planC: ceza maddesi yoklegal opinionHow does it work in your company?
Pick your industry to see which purchases the procurement agent takes over and how it works with your team.
Raw materials, spare parts, consumables; hundreds of lines, dozens of suppliers, one matrix.
Turns requisitions from the production plan into RFQs, compares raw material and spare part quotes on a total cost and lead-time basis; reports single-source risk on critical parts and suggests alternative suppliers.
- Raw material purchasingBrings unit, currency and freight differences to the same basis, matches lead time with the production plan.
- Spare parts and MROCompares recurring small purchases with framework agreements and past prices.
- Single-source riskReports dependency on one supplier for critical parts, suggests alternatives.
- Quality historyAdds quality rejection and return history to the supplier score.
Quantities, unit prices and subcontractor quotes per site; the bill of quantities becomes a matrix.
Prepares line-based RFQs from the bill of quantities, normalizes material and subcontractor quotes on a quantity and unit-price basis, adds site freight and delivery schedule to the cost; compares payment and progress-billing terms with the contract terms.
- RFQ from the bill of quantitiesTurns quantity lines into an RFQ with the specification, adds the site delivery point.
- Subcontractor quote comparisonFlags unit price and scope differences, asks the subcontractor for missing lines.
- Delivery scheduleMatches freight and delivery dates with the work programme, shows delay risk.
- Progress billing and payment termsCompares advance and progress-billing terms with the standard contract, routes deviations to legal.
Hundreds of SKUs, seasonal buying, short decision windows; the quote table is ready the same day.
Prepares RFQs in bulk by category, normalizes multi-line supplier price lists; adds payment terms, returns and shelf-life conditions to the cost; compares with last season's prices and shows the deviation.
- Multi-line price listsPulls Excel lists of hundreds of SKUs into one table with line matching.
- Season price comparisonShows the difference from last season's purchase price as a percentage.
- Payment and return termsAdds payment terms, returns and shelf-life conditions to the total cost.
- Supplier response trackingReminders to non-responding suppliers, follow-up requests for missing lines.
Consumables, drugs and devices; licence, expiry and tender terms in the matrix.
In medical consumable and device RFQs adds product licence, UBB registration, expiry date and delivery frequency to the quote criteria; calculates total cost with service and consumable dependency; produces a summary that fits the tender file.
- Licence and registration checksMatches the licence and UBB details of the quoted product with the specification.
- Consumable dependency costCompares device quotes with consumable and service costs added.
- Delivery frequencyCompares batch size and expiry date with stock turnover.
- Tender file summaryPrepares the technical and financial evaluation summary in committee format.
Long-lead equipment, technical specifications, multi-year service; the quote decision should be evidenced.
In RFQs for long-lead equipment such as transformers, switchgear and cables compares technical compliance, lead time and service terms; calculates multi-year maintenance quotes on a total cost of ownership basis; reports supplier financial risk.
- Technical compliance matrixMatches supplier statements against specification clauses line by line.
- Lead-time riskCompares long lead times and freight risk with the project schedule.
- Total cost of ownershipAdds multi-year maintenance and spare-part terms to the cost.
- Supplier financial riskReports financial signals and past performance.
Four steps, in-house
- 01
Connect
ERP (requisitions, orders, supplier master), e-mail, supplier portal and e-tendering connections where available; specification templates, standard purchase terms and framework contracts are uploaded.
- 02
Teach
Rules are defined with the purchasing team: purchasing criterion (total cost, lead time, payment terms), approval amount thresholds, the approved supplier list, which deviations go to legal.
- 03
Run
The agent prepares and distributes RFQs, normalizes quotes, produces the matrix and recommendation; supplier selection and orders are always finalized with the purchasing manager's approval.
- 04
Improve
Every approval, rejection and negotiation outcome is written to corporate memory with its reason; supplier performance is updated with every order, and the agent shows these precedents on the next similar purchase.
The agent works; decisions stay with the company
Every agent runs on-premise or in your own cloud; what it may do alone and what it submits for approval is defined by the authority matrix.
Runs in-house
Quotes, prices and supplier data never leave the company; the agent runs on-premise or in your own cloud. Commercially sensitive price information is opened only to authorized roles.
Authority matrix
What the agent does alone and what it submits for approval: defined by purchase amount, category and role. Supplier selection and orders always rest with the authorized purchasing manager.
Source and trail for every recommendation
Every figure in the matrix shows which quote document and which calculation it comes from; every RFQ, quote and decision is recorded with a timestamp. Reversible for audit and tender objections.
Human in the loop
Negotiation, supplier selection and contract-term decisions are always made by people. The agent calculates, compares and recommends; communication with suppliers runs under the purchasing team's name and knowledge.
The procurement agent grows with Nexage solutions
Procurement & Supplier PortalRFQ distribution, quote collection and order approval flow; the module the agent works on.
Legal & Regulation AgentOff-standard quote clauses and framework contract deviations go to this agent.
NexCLMApproved supplier contracts and framework agreements live in NexCLM, with their terms tracked.Common questions
Do suppliers have to use a portal?
No. E-mail is enough; the agent reads quotes in the e-mail body and in attached PDF/Excel files. For suppliers that use a portal the same flow runs through the portal; both merge into the same matrix.
Does the agent negotiate prices?
No. It prepares a negotiation suggestion from the target price, past purchases and competing quotes; communication with the supplier runs under the purchasing team's name and decision. The negotiation outcome is recorded and taught to the next purchase.
Does it report single-source risk?
Yes. It reports dependency on one supplier for critical lines, supplier financial signals and past delivery performance; it suggests alternative suppliers. Accepting the risk or deciding on a second source rests with purchasing management.
How accurately does it read quotes in different formats?
Units, currency, VAT, quantities and terms are read from PDF, Excel and e-mail bodies; fields read with low confidence or unclear ones are flagged and shown to the purchasing specialist, and confirmation is requested from the supplier if needed. Every figure in the matrix is linked to its source document.
Where is quote and price data stored?
Data stays on-premise or in your own cloud; nothing is transferred outside. Price and supplier information is treated as a trade secret and opened only to the relevant roles by the authority matrix; every access is logged.
Which ERP and procurement systems does it work with?
Ready connections exist for common ERP systems (requisitions, orders, supplier master); others are connected via API or file transfer. E-tendering platforms and supplier portals are scoped per project and clarified in the discovery meeting.
How long does setup take and how is it priced?
Usually 4–8 weeks including the ERP connection, specification templates and purchasing rule definition. Pricing is an annual license + setup based on annual RFQ volume, number of categories and connected systems; a firm quote follows discovery.
See the procurement agent with your own quotes
In a 30-minute demo we upload the real quotes from one of your recent purchases together; see with your own eyes how the agent builds the matrix, calculates total cost and what it leaves to the team.