As part of your procurement policy, you have to make decisions based on a quote that must specify:
● The goods or services covered by the final contract
● The cost of making those goods or services available (price, discounts, payment terms…)
● The conditions attached to their use (warranty, installation, training, trade-in…)
As the manager responsible for negotiating a commercial agreement, you are keenly aware of the time spent checking your suppliers' offers, which may well justify bringing in an AI partner able to compile and compare data in real time.
The objectives assigned to AI assistance within a procurement policy:
1. Save time and run effective negotiations
2. Validate prices consistent with the market and with your framework agreements
3. Sign commercial contracts that meet your needs
There is another factor not to be overlooked: future decisions have to draw on a history enriched with every quote approval. To meet all these challenges, the solution that saves you time and money without changing the way you work already exists, and it will transform procurement decision-making.
An AI that factors in inflation
While a quote provides a detailed estimate of the costs tied to a purchasing project, successive price proposals must be compared against inflation. In a long-term partnership, price revision clauses may rely on a reference index (for example, the consumer price index – CPI). Zylio AI can track the frequency of price adjustments (annual, half-yearly, etc.) and
compare updated quotes or invoices against the reference index.
When comparing several quotes, you equip yourself with an AI tool that acts as a genuine assistant during negotiation, thanks to data compiled over several years. Zylio AI structures the comparison by bringing scattered data together, so that inconsistent price lines can be identified and the following avoided:
● Disguised overbilling
● Charges for goods or services not provided for in the contract
● Negotiated discounts left unapplied
● Reference indices not respected
A price audit in real time!
Line-by-line price analysis on a purchase quote takes place in three phases:
1. Extracting and structuring the quote data: your Zylio AI starts by reading and interpreting the content of every quote, whether it comes as a PDF, an image, a spreadsheet or directly in digital form. Each product or service line listed in the quote is then harmonized and
standardized for faster, easier use. To do so, your AI partner uses recurring patterns (numbering, specific columns), descriptive keywords, and models that enable multi-criteria analysis and rapid detection of discrepancies. Normalizing product descriptions offsets variations in wording and the specific abbreviations used by your different suppliers. Each product line can be automatically assigned to a predefined category (for example: office supplies, electronic components, maintenance services). This categorization can be based on keywords specific to your business, on standardized product codes, or on models derived from past purchases.
2. A comparative price analysis: once the data has been compiled, your Zylio AI compares the unit price of each product line in real time with the prices previously paid for identical or similar products across the company. It can identify increases, decreases and whether newly negotiated rates are actually applied. The AI assesses the level of discounts offered line by line and on the quote as a whole, comparing them with your usual or negotiated discounts. Unit prices that deviate significantly from the values expected on the basis of history or reference data are highlighted visually. The AI can also identify inconsistencies in descriptions, units of measure or product references.
3. Delivering insights and recommendations: your Zylio AI can present the results of the analysis as tables, charts or summary
reports, highlighting the key points (product lines with high prices, negotiated regional or national discounts left unapplied, semantic or numerical anomalies…). The AI generates automatic alerts whenever it detects pricing anomalies, non-compliance with negotiated
prices, or potential savings opportunities.
The whole point of an AI partner for your procurement is to be able to suggest immediate actions:
● Requesting clarification from suppliers
● Renegotiating prices on certain product lines
● Requesting a new overall quote
In the end, you have AI assistance that is easy to get to grips with and you achieve average savings of around 15% a year. To finally approve quotes that are attractive on price and perfectly matched to your company's needs, all you have to do is click this link!