Read RFQ replies
The flow picks up vendor replies to purchase request emails in Microsoft Outlook and downloads attachments.
ProcurementERP IntegrationAI Automation
Vendor Quote to SAP Business One Purchase Order with AI Comparison
Read vendor RFQ replies in Outlook, extract and compare quotes with AI, then create the purchase order in SAP Business One and notify the team in Microsoft Teams
Apps used in this template
About this template
What This Workflow Does
Buyers spend hours copying vendor quotes from PDFs and spreadsheets into comparison sheets. This template reads RFQ replies in Microsoft Outlook, uses OpenAI to extract item, price, MOQ, lead time and freight, checks items and past purchase prices (flagging changes above 10%), ranks vendors and creates the purchase order in SAP Business One.
Key benefits
- Quotes read for you — AI extracts data from PDF, Excel and email quotes.
- Price check — Quotes more than 10% above the last purchase price are flagged.
- Ranked vendors — AI compares price, lead time and landed cost per line.
- PO created — The purchase order is created in SAP Business One for the recommended vendor.
Inside the flow
How the template works
The flow reads purchase request replies in Outlook, downloads attachments and uses OpenAI to extract quote data. After item and price history checks, AI recommends a vendor, the PO is created in SAP Business One and the team is notified in Microsoft Teams.
Extract quote data with AI
OpenAI reads each quote for vendor, item code, unit price, MOQ, lead time and freight terms.
Validate items and prices
Items are found by SKU and past purchase orders are fetched; price changes above 10% are flagged.
Recommend the best vendor
OpenAI compares all quotes and picks the preferred vendor per line by price, lead time and landed cost.
Create the purchase order
appse ai gets the vendor code and creates the purchase order in SAP Business One.
Notify the team
A Microsoft Teams message shares the recommended vendor and PO details with procurement.
Business Benefits
Go from vendor quote to purchase order in minutes.
01
Hours back each RFQ
No more manual transcription of quotes into comparison sheets.
02
Lower landed cost
Price, freight and MOQ are compared together for every vendor.
03
Price guardrails
Quotes above past purchase prices by more than 10% are flagged.
04
Faster procure-to-pay
An emailed quote becomes a purchase order without days of comparison.
01
Hours back each RFQ
No more manual transcription of quotes into comparison sheets.
02
Lower landed cost
Price, freight and MOQ are compared together for every vendor.
03
Price guardrails
Quotes above past purchase prices by more than 10% are flagged.
04
Faster procure-to-pay
An emailed quote becomes a purchase order without days of comparison.
Keep exploring
More templates for creativity
Every repetitive process between your ERP, CRM, and business apps has a template. Find yours, customize it, and go live today.
Customize the flow
Build Your Own Version of This Workflow
Every trigger and action this template uses is available in the appse ai builder, so the same flow can be rebuilt with your own routing, thresholds and destinations.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How does vendor quote to sap business one purchase order work?
appse ai reads vendor RFQ replies in Outlook, extracts quotes with OpenAI, checks prices, picks a vendor and creates the purchase order in SAP Business One.
Which quote formats are supported?
When is a price flagged?
Does the vendor get notified?
What needs to be in place before it runs?
Why businesses love appse ai
Discover how appse ai has helped businesses automate processes and achieve growth through our users' success stories.
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
Deploy this workflow in minutes
Start free — no credit card, no setup calls required. Use this template as-is or customize every step inside the appse ai no-code builder and go live today.
SOC 2
SAP Certified Partner
ISO/IEC 27001
GDPR