Sourcing agent

Manage your sourcing and inspection with AI

AI drafts the purchase order and inspection report from buyer's brief, factory quotes and photos, checks price and specs match, then flags stalled samples. Built for your sourcing desk, live in days.

See AI handle your own work.

AI enters the order data

Reads the buyer's sourcing brief and the factory's quote, and opens the order with the product, the specs, the quantity, the target price and the ship date already filled in.

AI checks the quote against the brief

Cross-checks the quote against the brief and against what is already on file: the approved spec, the unit price, the MOQ and the lead time. Anything that disagrees surfaces before the purchase order reaches the factory.

AI drafts the order documents

Drafts the purchase order, the spec sheet and the Proforma Invoice on your own templates. Your team reviews before anything goes to the factory or the buyer.

Every order in one view

The system shows which orders are waiting on the buyer's sample feedback, which are in production, and which are held at inspection.

From the buyer's brief to the ship date

Every stage captures the order while AI compares the quotes, files the inspection, and moves the next step along.

  1. 01

    Sourcing brief

    AI reads the buyer's sourcing brief and pulls the product, specs, quantity, target price, and ship date onto a new order. The order opens on its own with the buyer already linked.

  2. 02

    Sourcing & quotes

    From your approved supplier list, AI shortlists candidates and gathers each one's quote — unit price, MOQ, lead time, and payment terms. The suppliers land in one comparison, ranked side by side by price.

  3. 03

    Sampling & approval

    AI drafts the sample request, records the courier tracking, and logs each round of the buyer's feedback along with the revision count. A sample left more than five days without feedback raises a reminder on its own.

  4. 04

    Order placement

    Once a quote is chosen, AI drafts the proforma invoice and the purchase order with the agreed price, quantity, terms, deposit, and ship date carried across. Nothing reaches the factory until your team approves it, and confirming the order moves it to Production with the deposit due date on the calendar.

  5. 05

    Production follow-up

    AI reads the factory's progress updates and refreshes each production milestone, the progress percent, and the expected finish date. Seven days before the ship date without an update, the factory is reminded automatically.

  6. 06

    Inspection

    From the inspector's photos and measurements, AI records the sample size, AQL level, and defects by class, then drafts the inspection report against your AQL standard. A defect count over the AQL limit holds the shipment and notifies the buyer.

  7. 07

    Shipment & handover

    Once inspection passes, AI assembles the export set from the order — the commercial invoice, packing list, and forwarder booking — and drafts the buyer's shipment update. The buyer's tracking refreshes with the booking and delivery date as they land.

Each role gets the app for its job

Sourcing, QC, operations, and buyers each get their own app, all reading and writing one shared set of orders.

Sourcing desk

Sourcing sees new briefs and quote requests in a queue; picking one opens the order with matched suppliers.

Inspection app

QC staff run one inspection on the phone at the factory, recording photos, measurements, and the AQL result on the spot.

Production board

Operations watches every order by stage, with sample and ship-date deadlines surfacing as they near.

Buyer portal

Buyers open a live status page without logging in, seeing production photos and inspection results.

The follow-ups run on their own

The order stage moves itself, samples and factories get their reminders, and a failed inspection waits on sign-off.

Order stage advances by itself

As a quote is chosen, samples pass, and inspection is signed off, the order stage moves on its own.

Samples never sit too long

A sample waiting more than five days for the buyer's feedback raises a reminder.

Silent factories get a nudge

A supplier with no update as the ship date nears is reminded and the owner is notified.

Failed inspections wait on sign-off

An inspection over the AQL limit holds the shipment until a manager approves the next step.

Buyers stay in the loop

When an inspection is signed or a shipment books, the buyer gets the update in their own language.

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, the PO and inspection templates, and import your existing supplier list. Week 2: train the team and run a few real orders. Setup is included in the plan.

The supplier list you work with, your inspection standard, the document templates you use like the PO and inspection report, and someone to review as we build. We handle the rest.

Your team runs it day to day, and we stay on to adjust it when your process changes or you take on a new buyer. No separate IT team needed.

We adjust the data tables, document templates, and automations to match. Changes are part of the ongoing service, not a separate project fee.

By the people who use it each month, not a build fee. The price covers the platform, with AI credits included every month, and our building it for you; both step by band — 1–10, 11–30 and 31–70 people. The platform alone starts at $60 a month, and with us building and operating it, $120. There is no setup fee at any size. It starts with a free discovery call.

No. The sourcing desk, inspection app, and production board all read and write the same orders — one source of truth, many purpose-built apps onto it. The scattered spreadsheets and chat threads you juggle now are exactly what that removes, not adds to.

Store each supplier with its product categories, capacity, pricing, inspection history, and past orders. Filter by criteria in seconds to pick where to place an order.

AI collects the quotes into one comparison table by price, MOQ, and lead time. See the best option at a glance instead of digging through files.

The system reminds the factory at milestone dates. If a deadline passes with no reply, the owner is alerted to follow up. AI reads and logs each update the factory does send.

They use their phone to take photos, record measurements, and classify defects right at the factory. AI drafts the inspection report against your AQL standard, ready to sign off.

Share a status link with no login. Buyers see where the order stands, production photos, and inspection results without calling you.

We build that connection when you need it. Meanwhile, paste or export what you pull from Alibaba or 1688 and AI reads the prices and order data onto the supplier and order records.

Yes. Track samples sent from suppliers, buyer evaluations, and each round of revisions. Sample history is kept for reference on future orders.

Check inspection history, on-time delivery rate, and claim count right on the supplier record. AI flags high-risk suppliers from your own data.

Export documents stay attached to the order, and we build the connection to the forwarder you use so bookings and tracking flow back in.

Yes. Lotics imports spreadsheet data. Our team moves your supplier list and active orders across 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.