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appse ai reads vendor quote emails and attachments, compares price and lead time, then raises the SAP Business One purchase order for the best bid.
Apps used in this template
About this template
An RFQ goes out to five vendors and five different documents come back. One is a PDF, one is pasted into an email body, one has the prices in a table nobody can copy cleanly. A buyer opens each in turn, transcribes prices and lead times into a comparison, picks a winner and re-keys the whole thing into the ERP. This template does the reading and the comparison, and raises the purchase order for the vendor that won.
Key benefits
Inside the flow
appse ai monitors the procurement inbox in Microsoft Outlook, filters to vendor replies against open requests, and decodes the attachments. OpenAI reads each quote and extracts the quoted unit prices, lead times and SKUs. appse ai validates those SKUs against the item master, compares the bids on price and delivery date, then creates the purchase order in SAP Business One for the winning vendor and notifies the buyer in Microsoft Teams.
appse ai monitors the procurement inbox in Microsoft Outlook, filters to messages that are replies to open requests, and retrieves and decodes the attachments. PDFs and email bodies both enter the process, so a vendor who ignores your quote template does not fall out of the comparison.
appse ai passes the decoded documents to OpenAI, which reads the unstructured text and pulls out the quoted unit price, the promised lead time and the specific SKUs each vendor has responded on. This is the transcription step buyers currently do by hand, one document at a time.
appse ai structures and splits the extracted data, then checks each SKU against your item records and cross-references related historical purchasing. A vendor quoting against an item you do not stock, or misquoting a code, is caught before it reaches the comparison.
appse ai aggregates every validated vendor response and evaluates them on unit price and delivery date to determine the optimal quotation. The decision is made against the same rule every time rather than against whichever quote the buyer opened last.
appse ai retrieves the winning vendor's record from SAP Business One and creates the purchase order against it. The document is generated from the extracted quote data, so the price and lead time on the order are the ones the vendor actually offered.
appse ai sends the buyer a Microsoft Teams alert summarising which vendor won, on what price and lead time, and confirming the purchase order has been staged in SAP Business One. The buyer approves a decision that is already documented.
Turn a folder of inconsistent vendor quotes into one compared, validated SAP Business One purchase order without a buyer transcribing anything.
01
Buyers stop opening vendor emails and PDFs to copy prices and lead times into a comparison spreadsheet by hand.
02
Unstructured email bodies and PDF attachments are both parsed, so vendors who ignore the quote template still get compared.
03
Every validated bid is evaluated on unit price and delivery date against the same rule, without the bias of who replied first.
04
The gap between the last vendor reply and an approvable purchase order in SAP Business One collapses from days to a single run.
05
SKUs are validated against your item records, so a misquoted or unstocked code is flagged rather than ordered.
06
A Microsoft Teams summary names the winning vendor, the price and the staged purchase order as soon as the evaluation completes.
07
Every bid that was received and evaluated is captured in the same pass as the decision, so the award can be explained later.
01
Buyers stop opening vendor emails and PDFs to copy prices and lead times into a comparison spreadsheet by hand.
02
Unstructured email bodies and PDF attachments are both parsed, so vendors who ignore the quote template still get compared.
03
Every validated bid is evaluated on unit price and delivery date against the same rule, without the bias of who replied first.
04
The gap between the last vendor reply and an approvable purchase order in SAP Business One collapses from days to a single run.
05
SKUs are validated against your item records, so a misquoted or unstocked code is flagged rather than ordered.
06
A Microsoft Teams summary names the winning vendor, the price and the staged purchase order as soon as the evaluation completes.
07
Every bid that was received and evaluated is captured in the same pass as the decision, so the award can be explained later.
Keep exploring
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Questions & answers
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