01
One purchasing sheet
Keep one shared file that every quote goes into: supplier, item, price, delivery, lead time, date. Even by hand it builds a price history.
Three steps with no cost and no us. Often that alone cuts the losses noticeably.
Keep one shared file that every quote goes into: supplier, item, price, delivery, lead time, date. Even by hand it builds a price history.
Compare suppliers by the total with delivery and by lead time. Add "Delivery" and "Total" columns to the sheet.
Agree a rule: if a price is above the last one by more than a set share, a second person looks at the quote.
Quotes arrive in different shapes, and they can only be compared in one table. A person builds that table, so mistakes appear while retyping, before a supplier is even chosen.
Suppliers send quotes as PDFs. A manager retypes them into a spreadsheet, checks the prices against past purchases and compares suppliers by hand. It takes hours, and a wrong price or lead time only shows up after the order.
Open the email, open the PDF, retype every line into a spreadsheet. Find what you paid last time. Remember the delivery charge, which often sits on a separate line at the bottom.
Press "Show how it works": six steps, one at a time.
| Step | Who |
|---|---|
| Read the PDF | manager |
| Retype into a spreadsheet | manager |
| Find the last price | manager |
| Compare suppliers | manager |
| Decide who to buy from | manager |
Nothing changes for the supplier or for your manager. The email lands in the same mailbox.
From that moment the system picks it up on its own, within the minute.
It finds the item, quantity, price, lead time and every extra cost, even though each supplier uses their own layout.
If the quote is in another currency, it converts at the rate on the day of the email.
| Field | Value |
|---|---|
| Item | Bearing 6204-2RS |
| Quantity | 500 pcs |
| Price | ₽84.00 |
| Lead time | 14 days |
| Extra costs | Delivery ₽3,500 |
| Valid until | 30 Oct |
Simple rules do this, the same way every time. Is this the item in your catalogue? What did this supplier charge last time? Has this quote already arrived once?
Anything that looks odd gets a flag for a person.
They get a ready draft and one question: the price went up 38%. They decide whether to accept or to ask the supplier.
The system sends nothing to the supplier and orders nothing. The manager's work shrinks to one decision.
After "Accept" the quote is written into your purchasing sheet or CRM. Every field is filled in, with a link to the original PDF beside it.
Past prices build up on their own: after a month you have a price history for every supplier.
| Supplier | Item | Qty | Price | Delivery | Lead time |
|---|---|---|---|---|---|
| Supplier-1 | 6204-2RS | 500 | ₽84 | ₽3,500 | 14 d |
Status: checked by a person
When several quotes arrive for one item, they sit in one table. The comparison uses the full price with delivery, not only the price per piece.
The cheapest per piece is not always the cheapest in the end. The choice stays with you.
| Supplier | Each | Delivery | Total | Lead time |
|---|---|---|---|---|
| Supplier-1 | ₽84 | ₽3,500 | ₽45,500 | 14 d |
| Supplier-2 | ₽79 | ₽0 | ₽39,500 | 30 d |
| Supplier-3 | ₽88 | ₽2,000 | ₽46,000 | 7 d |
Supplier-2 is the cheapest but takes 30 days. If you need the goods sooner: Supplier-3 in 7 days.
Example on made-up data: the companies, goods and prices are invented for the demo.
Put in your own numbers: this is your calculation, we promise nothing.
—
How much of it we can win back, we work out together in the free review.
Not a public offer. The exact price is set after the first call. More on pricing ›
No. The system sends nothing to a supplier and orders nothing. Your employee places the order and chooses the supplier.
A manager confirms every quote, and the original PDF sits beside it. If AI is unsure, it asks a question and assumes nothing.
Automating one process starts at ₽250,000 and takes 2–6 weeks. The exact price is fixed after the first call.
A cheap bot answers questions, and that is all. We build AI into your work: the enquiry lands in your CRM by itself, gets an owner, and the result shows in your reports. Scope and price are fixed before we start, there is a 30-day warranty after launch, and we stay in touch.
You do. The data, the subscriptions, the accounts and the system itself are in your name. We host nothing and own nothing: we set everything up in your services, under your accounts, and leave. You pay for the subscriptions directly, with no mark-up from us. For the first 30 days after launch, fixes are free. After that, if anything needs fixing or extending, we come back when you ask and reply within one business day.
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The review is 30 minutes and free. Within 2 working days you get one page: what to automate first and what it costs. If you don't need automation, we'll say so.
Designs and implements AI systems for companies' day-to-day operations. Author of "Thumbs Up Russia" (2023). Master's student at Siberian Federal University.