Compare suppliers on price, quality and delivery record before you place the order.
It lists suppliers who have supplied an item before, with the rate quoted, the share of lots rejected and how often delivery ran late. Weights your buyers choose decide the ranking. The buyer picks the supplier after reading the score sheet and the latest quote, a person raises every purchase order, and the reasons for the choice are written down.
Choosing a supplier often means taking the lowest quote on the day, because nothing else is written where the buyer can see it. The rejected lot from March and the late deliveries in June sit in other people’s memories or in a stores register that nobody opens when the next requisition arrives.
The software joins your quotations, receipts, quality checks and delay records into one score sheet per supplier and item, built from the systems you already use. Your buyers set what matters. The sheet then lays out the trade-offs in plain columns, so a buyer and a manager argue from the same numbers before any quotation is accepted.
The problems this is meant to ease.
What AI sourcing optimisation does.
What this looks like in a working week.
The people who open this every day.
From first conversation to daily use.
Write the requirements
Start with two or three item groups. The procurement head and the stores incharge pick two or three item groups, list the suppliers used for each, and write down what a good supplier means for them.
Check the receiving records
Look at what was recorded. Quotations, purchase orders, goods receipts with rejection reasons and promised delivery dates are collected for those groups, and missing reason codes or dates are listed for the stores.
Rank a past requisition
Replay a past season. A requisition from last season is replayed through the score sheet with the weights the buyers chose, and the ranking is compared with the supplier the buyer actually picked.
Buyers test the ranking
Buyers test the sheet. Buyers read the ranking and the columns behind it, say where the sheet disagrees with what they know of a supplier, and the weights or missing data are corrected.
Use it on live requisitions
Go live on new requisitions. New requisitions open with the score sheet, quotes are entered into the comparison grid, and the approver records the chosen supplier and the reason before the order goes out.
Review each quarter
Look back each quarter. Each quarter the procurement head compares the suppliers chosen with their later delivery and rejection record, adjusts the weights, and drops slipping suppliers from the invitation list.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Sourcing cycle time is the working time from a requisition being raised to a supplier being approved, and the baseline is measured on recent requisitions handled before go-live.
- Savings achieved are counted only from recorded decisions, as the gap between the rate paid and the previous rate for the same item, with the baseline from past orders.
- Supplier performance is tracked per supplier as the share of lots rejected and the days between promised and actual delivery, starting from what the receiving registers already show.
- Quotes compared per requisition counts how many suppliers were actually compared before approval, set against the number a buyer usually phoned in the past.
- Decision documentation is the share of purchase orders carrying a named approver and a written reason, compared with those that carried neither in the records before go-live.
Where a person stays in charge.
A person approves every sourcing decision
Ranking is not choosing. Ranking follows weights the team chose, while the buyer picks the supplier, the approver records the reason and no order is placed by the software.
Scores reflect only recorded data
Missing data stays visible. When rejections or delivery dates were not recorded, the sheet shows price alone and says that quality data is missing, so nobody mistakes silence for a good record.
New suppliers are not penalised
No history means no score. A supplier with no record is shown as new, scored neither up nor down, and judged on its quote and references until the first deliveries add real data.
Recommendations are prompts
Suggestions remain only drafts. Sourcing suggestions rest on past records and entered quotes, so they miss relationships, urgent needs and risks the data does not hold, and the buyer weighs those before acting.
Quotes stay confidential
Competing quotes stay private. Rates quoted by one supplier are never shown to another, and access to the score sheet follows roles, so only buyers and the procurement head see competing quotes.
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- RFQ and comparison
- Vendor management
- Purchase order management
- Goods receipt
- Quality control
Products that include it.
How we would put it in.
Questions owners ask about AI sourcing optimisation.
Does it pick the supplier for us?
No, it does not. It ranks by the weights your buyers set and shows the numbers behind each rank, and the buyer chooses the supplier after reading the sheet.
What if a supplier is new and has no history?
It says so plainly. A new supplier is never scored down for lacking records and never scored up either, so the buyer judges it on its quote and references.
What has to be recorded for it to work?
Receiving data is the key input. Rejections with reason codes and actual delivery dates are needed from the first month, because skipped entries leave the quality columns empty.
Is it useful when we have only two suppliers?
Not for two suppliers. A phone call covers that. It starts to help when an item has four or five possible sources, each with a different history of price, quality and delivery that nobody can hold in memory.
Can it run tenders or follow public procurement rules?
Not on its own. Public procurement and tender rules differ between jurisdictions, and your lawyer should set them up. The tool prepares comparison sheets only. Nothing in them counts as legal guidance.
What does it connect to?
It reads what you already keep. Quotations, purchase orders, goods receipts and quality records come from your ERP or sheets through exports or a connection, depending on what that software opens up. We confirm the link first.
What effort and cost should we expect?
Mostly agreeing what good means. Buyers settle the weights, and the stores record rejections reliably. Cost follows how many item groups and systems are involved.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle AI sourcing optimisation today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements