ProcureAI — Procurement Pipeline

RFQ Dashboard

All Requests for Quotation across active & historical procurement — pulled from the RFQ Master.

All RFQs

RFQ ID	Title	Category	Status	Created	Deadline	Est. Value	Awarded To	Saving

Upload Document

Upload a PR, BOQ, Scope of Work or RFP — any format. AI will extract all structured data.

Document details

Document type

Organisation name (optional)

Currency

Validation rules

Min. vendors required per RFQ

Bidding rounds (1 = single bid, 2 = BAFO, 3+ = reverse-auction)

Master data source

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File upload

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Drop file here or click to browse

AI will parse any file format and extract structured data

PDFExcel WordCSVTXT

ℹ File contents are sent to the backend for processing. The Gemini API key is configured server-side (via the GEMINI_API_KEY environment variable) — when present, real AI extraction runs; otherwise, intelligent fallback data is used.

AI Data Extraction + Validation

AI parses your document, identifies line items, validates quantities and estimates values.

AI extraction progress

Auto RFQ Creation + Rules

System auto-populates the RFQ from extracted data. Review and configure evaluation rules.

RFQ details

RFQ title

RFQ reference

Category

Issue date

Bid deadline

Estimated value

Scope summary

Evaluation rules

Evaluation method

Technical weightage: 30%

Commercial weightage: 70%

Process type

Min. bid validity (days)

Tax rate (%) — applied at bid normalisation & PO

Standard clause template

Special conditions

Vendor Selection + Risk Check

AI screens the vendor panel against the RFQ category, flags risks and RPT relationships.

Running vendor risk check

Vendor Bidding

Vendors reply to the invitation with their quote PDF. Upload each PDF here — the AI extracts line-item rates and matches them to the RFQ. Once enough bids are in, run AI evaluation to rank them.

Invited vendors — bid status

Vendor	Email	Status	Bid total	Lines matched	File	Actions

Technical + Commercial Evaluation

Tax-normalised commercial comparison alongside technical scoring.

Technical scoring matrix

Vendor	Experience	Methodology	Team strength	Past performance	Compliance	Tech total /100

Commercial comparison — tax normalised

Vendor	Base quote	Tax	Normalised total	vs. Benchmark	Delivery	Tech score	Weighted rank

Per-material commercial matrix

Side-by-side comparison of each vendor's unit rate per RFQ line item. Lowest rate per row is highlighted in green.

Social scoring matrix — AI-researched vendor reputation

Gemini analyses publicly available reviews, news, and project track-record signals for each vendor and produces a 3-dimensional score (out of 100): Reputation (customer reviews / brand standing), Quality (delivery track record, defects, complaints), Risk (financial stability, litigation, compliance). Higher is better. Falls back to a vendor-master heuristic when AI search is unavailable.

Vendor	Reputation	Quality	Risk	Composite /100	AI commentary	Source

AI Insights — L1, Outliers & Risk

AI analyses all bids and produces explainable recommendations. Human override always available.

AI analysis in progress

Approval Workflow — DoA Simulation

Award recommendation routes through Delegation of Authority. Each approver reviews and signs off.

Award recommendation note

⚠ Any Related Party Transaction (RPT) requires mandatory Audit Committee approval before this workflow proceeds, regardless of value.

Approval chain — DoA simulation

PO Generation — PDF + JSON

AI drafts the PO narrative. Structured JSON output ready for ERP integration.

Generating purchase order

Audit Log + Dashboard Output

Complete immutable audit trail and pipeline summary. Every decision, AI output and approval logged.

Savings & commercial summary

AI recommendation summary

Audit log — full trail