Buyer

Smart Procurement Software Description for Purchasers: An intelligent system for automating interactions with suppliers

Purpose of the System

The software is designed to automate the processes of finding suppliers, sending requests for quotations (RFQ), and subsequently analyzing received responses using artificial intelligence (AI) technologies. It enables purchasers to significantly reduce time spent on routine operations, and improve accuracy and transparency in supplier selection.

Key Functions

Supplier Search by Query:
The system integrates with Google Search. Users input keywords or descriptions of the required goods/services, and the software automatically extracts relevant data from search results, including the contact email addresses of potential suppliers. Results can be filtered by country, industry, language, or other criteria.

Automatic Request Sending:
After collecting contacts, the system creates templates for RFQ requests, which can be personalized depending on the specifics of the product or service. Emails are sent automatically, including tracking the successful delivery of messages.

Collection and Classification of Responses:
All received responses are automatically collected in the system and classified by parameters such as response date, proposed price, delivery terms, payment conditions, and additional services.

AI-Based Proposal Comparison:
AI analyzes supplier responses, comparing them based on key criteria (price, terms, quality, additional conditions). The system provides a visualized report highlighting the optimal proposals.

Recommendations and Predictive Analytics:
Based on historical data, the system can recommend the most advantageous suppliers or predict potential issues (e.g., delivery delays). AI can take into account hidden parameters such as company reputation or certification compliance.

Supplier Database Management:
The system creates and updates a supplier database, including contact information, interaction history, ratings, and reviews.

System Advantages

Time Savings: Full automation of data search and processing reduces the supplier selection process from several days to a few hours.

Analysis Accuracy: AI eliminates errors related to the human factor and provides objective comparison of proposals.

Procurement Quality Improvement: The system helps find the most suitable suppliers, improving the quality of delivered goods and services.

Flexibility and Scalability: The software adapts to any industry and product type, and supports multitasking, allowing parallel requests.

Target Audience

Companies involved in production, distribution, or trade that need to interact with a wide range of suppliers. Purchasers working in competitive environments requiring quick market response.

Technologies Used in the System

Search Algorithms: Integration with Google Search API for data extraction.

Natural Language Processing (NLP): Recognizing information in response texts and forming requests.

Machine Learning: Proposal analysis and predicting the best options.

Data Visualization: Creating visual reports for purchasers.

Conclusion

This software is a powerful tool for purchasers, providing fast and accurate interactions with suppliers, automating routine processes, and helping make data-driven decisions.