At most companies, internal procurement needs are chaotic: a quick email to the manager, a chat message to the office manager, or a sketchy list of required equipment. The data is unstructured, and competing suppliers is a slow, manual process where comparing offers (price, delivery time, technical content) involves a lot of administration. Alexis intelligent procurement automates the entire procurement process from a free-text request to the selection of the most optimal offer.

The starting situation: unstructured procurement needs

Imagine this procurement request: “For next month’s major overhaul on production line two, we will need 4 Siemens-compatible frequency converters, 20 meters of high-pressure hydraulic hose (¾ inch), and 5 sets of sealing rings. In addition, the lighting in the factory hall needs to be modernized: let’s request a quote for 50 industrial LED panels, and we also need to rent 2 self-propelled scissor lifts for the duration of the installation, for about 5 days in early April. The goal is to stay within the maintenance budget, which is 12 million forints for this project. It’s urgent because the overhaul starts on April 5!”

The challenge: The free-text request must be manually converted into a specification, suppliers must be researched, emails written one by one, and then the returning offers in different formats (PDF, Excel, email, etc.) must be manually compared. The complexity is increased by the fact that many different supplier groups (e.g., electrical wholesalers, equipment rental companies, etc.) often need to be contacted.

The solution: AI-powered procurement assistant

Alexis interprets the procurement intent and automates communication.

The milestones of the process:

1. Generating structured data from free text: The colleague responsible for procurement simply pastes the received natural language message, and the AI:

• Recognizes the products: Automatically lists the items (e.g., LED panel, frequency converter, etc.).
• Extracts the conditions: Records deadlines and special expectations.

Result: We do not work from emails, but from a structured product list.

2. Automated RFP and supplier portal: Based on the structured data, the system generates a professional Request for Proposal (RFP) email that the purchaser can send to pre-recorded suppliers at once.

• Personalized links: Every supplier receives a unique link. They don’t need to write a reply email; they can upload their offer directly to the system in PDF format.
• Real-time status tracking: The purchaser immediately sees on the dashboard which partner has already sent their offer and who has not yet responded.

Result: More transparent communication, traceable status.

3. “Chat with quotations” – intelligent offer comparison: As soon as the offers arrive, the AI analyzes the content of the PDFs.

• Handling different formats: It automatically extracts and structures key data (price, delivery deadline, technical parameters) from offers in various formats.
• Interactive analysis: The purchaser doesn’t have to look at three files on three monitors. They simply ask the system: “Compare the offers in a table, highlight the prices and delivery times!”
• Decision support: The AI immediately signals if, for example, the cheapest offer cannot meet the requested deadline, allowing the manager to choose based on real business arguments.

Result: Fewer errors, faster and better-informed procurement decisions.

Strategic advantages: why Alexis procurement automation?

• Significant time savings of up to 70-80%: Instead of administration (emailing, spreadsheet management, data entry), you only need to focus on approval.
• Objective decisions: The AI highlights differences impartially, avoiding errors resulting from human oversight.
• Transparency and control: The entire procurement process is digitally trackable and searchable.
• Low entry barrier: No need for lengthy training; the system communicates with the user in natural language, in a “human” way.
• Scalability: It is suitable for handling a large volume of supplier offers without increasing human resources.

Would you like to see how an unstructured request turns into a pinpoint procurement decision? We would be happy to show you the Alexis procurement demo within the framework of a 15-minute consultation.