Procurement & sourcing

Manage procurement with AI

AI drafts the PO and payment request from quotes and invoices, checks quotes against your price list, then flags orders nearing their delivery date. Built for your purchasing desk, live in days.

See AI handle your own work.

AI enters the purchase data

Reads the purchase requisition and each supplier quote that arrives by email, and opens the purchase with the item, the quantity, the needed-by date and the unit price already filled in.

AI checks the quotes against your price list

Compares each quote with your approved price list, with the requisition it answers, and with the terms on the supplier's file. Anything that disagrees surfaces before the PO is approved.

AI drafts the purchase documents

Drafts the quote comparison sheet, the purchase order and the payment request on your own document templates. Your team reviews before anything is sent.

Every purchase in one view

The system shows where each purchase stands, which orders are near their delivery date, and which are waiting on an approver.

From purchase request to payment

At each stage the purchase is recorded, AI reads the quotes and drafts the documents, and the next step follows automatically.

  1. 01

    Purchase request

    AI reads the purchase requisition and opens a purchase record with the requesting department, item, quantity, needed-by date, and budget line already filled in. The submitted request routes on its own to the buyer who owns that category.

  2. 02

    Sourcing & RFQ

    From the purchase record, AI drafts the request for quotation and pulls each supplier's last price from its file, so the shortlist, quote deadline, and prior pricing sit together. The RFQ emails to the supplier list on its own, and every reply lands back on the record.

  3. 03

    Quote comparison

    As the quotes arrive, AI reads each one and builds the quote comparison sheet with price, lead time, payment terms, and warranty side by side, checked against your price list. Any quote above your reference price is flagged before the order goes for approval.

  4. 04

    Approval & PO

    Once a supplier is chosen, AI drafts the purchase order from the winning quote and fills in the contract terms, recording the approved value, the approver, and the PO number. An order over your limit waits on the director before the PO sends.

  5. 05

    Delivery & receipt

    When the goods arrive, AI reads the delivery note, matches it to the PO, and writes the goods receipt note with the delivery date, quantity received, inspection result, and any shortfall. Three days before the delivery date the supplier is reminded on its own, and a short delivery is flagged.

  6. 06

    Matching & payment

    With the supplier invoice in, AI matches it against the PO and the goods receipt, records the invoice number and payment due date, and drafts the payment request. A clean three-way match moves the invoice to approved for payment on its own.

A purpose-built app per desk

Buyers, approvers, warehouse, and finance each work in an app built for their job, and all of them write to one set of purchase orders.

Buyer's queue

Buyers see requests and quotes in a queue; picking a supplier drafts the order on its own.

Order board

The procurement lead watches every order by stage, with late deliveries and stalled approvals standing out in red.

Receiving screen

Warehouse matches one delivery to its order and logs the goods receipt in a click.

Spend dashboard

Managers see spend by supplier and category, and every approval still waiting.

The busywork runs itself

Approvals reach the right person on their own, late orders surface early, and each amount is checked before anyone sends it.

Requests reach the right buyer

A submitted request routes to the buyer who owns that category.

Approvals route by value

Under your limit the manager approves; over it the director signs off before the PO sends.

Delivery dates never slip

Three days before the delivery date the supplier is reminded, and a late order alerts the buyer.

Off-price quotes need sign-off

A quote above your approved price list waits on a manager before it's ordered.

Invoices match before they pay

The invoice, PO, and goods receipt are matched, and only a clean match moves to payment.

The system works with the AI you already use

Claude, ChatGPT or a coding assistant can read and update the data in it, within each person's own access.

  • Claude
  • ChatGPT
  • Gemini

Switch in days, not months

We start with one thing your team does by hand today. Once that one is running, we take the next.

  1. 01.

    We learn how you work today

    We go through your documents, your rate sheets and how the desk handles them day to day.

    What we need from youOne session, and a sample document set.

  2. 02.

    We build it and walk your team through it

    The system works the way you already do. Your team is doing real work in it inside the first week.

    What we need from youOne person to review it with us.

  3. 03.

    We keep changing and improving it

    When the process changes or new work comes up, you tell us and we do it. The system keeps up with how you work instead of going stale.

    What we need from youA message when something changes.

500 containers a month.The paperwork closes at the gate.

“Documentation used to take around 2 hours/day; now it's usually done in 5 minutes. Most importantly, the team works from one set of numbers instead of conflicting files.”

Phuoc TranPhuoc TranGiám đốc (Director), Conta Vietnam

A copy per desk, reconciled by eye. Lotics keeps one shipment record. A change made anywhere is the change everyone sees.

Read the case study
Frequently asked questions

Typically 1-2 weeks. Week 1: build the data tables, document templates, and import your supplier list. Week 2: train staff and run real purchases. Setup is included in the plan.

Time with the team during the audit, the supplier list and document templates you work with today, and someone to review as we build. We handle the rest.

Your buyers use it day to day. We stay on to tune it as your process changes, so you don't need a technical person of your own.

We adjust the routing and the approval limits to the new rules. It's configuration, not rewriting software, so changes are quick.

No. The buyer's queue, order board, and spend dashboard all read and write the same purchase orders — one source of truth, many purpose-built apps onto it. The scattered spreadsheets and chat threads you have now are exactly what that removes, not adds to.

AI reads the quotes from email and lays them into a comparison sheet: price, lead time, and payment terms side by side. Pick a supplier and the order drafts itself.

Orders route to the right approver by value. After 24 hours without action the system sends a reminder, and after 48 hours it escalates.

Every order carries a delivery status with automatic reminders. The system reminds the supplier before the deadline and alerts the buyer when an order runs late.

Yes. Spend by supplier, category, and department is compiled automatically. View it on the manager's dashboard any time.

The system logs price, delivery time, and quality on every order. Supplier scores calculate on their own, giving you a basis to negotiate.

Yes. Once approved, AI drafts the purchase order from the order data and emails it to the supplier after your team signs off.

Yes. Approved orders and their costs push to your existing accounting software, so nothing is entered twice. E-invoices and the tax ledger stay in the accounting system.

Yes. Lotics supports spreadsheet import. Our team handles the data conversion and import while we build the system.

Yes. Role-based permissions control who can view, edit, or approve specific records. Each person sees only what is relevant to their role.

Yes. Every change is logged with who made it, what changed, and when. Full history on any record for audits, disputes, or internal review.

Cloud servers in Singapore, encrypted in transit and at rest. Daily automatic backups. You own your data and can export everything at any time.

Yes. iOS and Android. Check status, receive notifications, and approve requests on the go. Real-time sync with web.

See your operations running on Lotics

The demo runs on your own documents, not on our example.

Book a demo

30 minutes, scheduled by phone or Zalo.