Purchasing

Quotes compared and order approved.

Bruno Teixeira, an AI agent, requests quotes, builds the comparison, and prepares the purchase order. The order only moves forward after the person responsible for purchasing approves it, and the system records who approved.

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Purchasing manager checks just-delivered boxes against the order open on a tablet, in the warehouse

Example · purchase order 0533Matriz São Paulo

SupplierMetalúrgica Serra Azul

Items3 steel sheets · below reorder point

Quote 00983 suppliers · lowest total

StatusAwaiting approval

Bruno · preparesPurchasing · approves

Illustrative values.

Bruno Teixeira

Purchasing · Quotes and orders

AI agent

The module’s agent

You approve the purchase. Bruno gets quotes and prepares the order.

Bruno Teixeira starts from the restocking list Aline flags in inventory, requests quotes from the suppliers you registered, and builds the comparison of price, lead time, and payment terms. Once the supplier is chosen, he prepares the purchase order. Approving the order is an action only people take, and the system does not accept an approval coming from Bruno.

Bruno Teixeira

AI agentPurchasing

Example · conversation with BrunoQuote 0098 · Matriz São Paulo

Bruno, get quotes to restock steel sheets for Matriz São Paulo.

Bruno TeixeiraAI agentPurchasing

Aline flagged three steel sheets below the reorder point in the main warehouse at Matriz São Paulo: 2 mm, 3 mm, and 4,75 mm. I requested quotes for them from the 3 registered suppliers, and all of them replied. Metalúrgica Serra Azul has the lowest total: R$ 18.460,00 including freight, 7-day delivery, and payment in 28 and 56 days. I prepared purchase order 0533 with them. It is awaiting your approval, and you can change the supplier for any item before approving.

Awaiting approval

Illustrative example.

Receives Aline’s restocking list and sorts out what to quote with each supplier

Requests quotes from registered suppliers and gathers the replies in a comparison of price, lead time, and payment terms

Prepares the purchase order with items, discount, freight, and expected delivery

Checks the supplier invoice against the order and the receipt and flags what doesn’t match

Keeps each supplier’s record with contacts, terms, and order history

Suppliers

Each supplier with its own record, terms, and history.

The supplier record brings together what purchasing and finance need to order, receive, and pay. The agreed payment terms go to the order and then to accounts payable.

Example · supplier recordMetalúrgica Serra Azul

Tax regimeLucro Presumido

Payment terms28 and 56 days · boleto

Credit limitR$ 60.000,00

Orders this year14 · 1 with a receiving discrepancy

StatusActive

Illustrative values.

CNPJ or CPF, legal name, and tax regime

Payment terms and method, and credit limit

Contacts, addresses, and bank accounts for payment

Quotes, orders, and receipts from each supplier on the same record

From quote to receipt

Quote, approved order, and receipt linked to the order and the invoice.

Each step is recorded on the purchase order, which moves through draft, submitted for approval, approved, partially received, received, and closed. When the supplier invoice arrives as a PDF or photo, Elisa Barros, an AI agent, reads the document, shows the file next to the fields read, and leaves the record as a draft for your team to check.

See inventory See document reading

Quote

Bruno requests quotes from multiple suppliers and builds the comparison with the price, delivery lead time, and payment terms for each item.

Bruno · prepares

Order

The person responsible for purchasing reviews the comparison, chooses the supplier for each item, and approves the order. Only then does it go to the supplier, with a record of who approved and when.

Purchasing · approves

Receipt

The warehouse team checks the goods against the order and completes the receipt. Deliveries can arrive in parts: the order shows what has arrived and what is still missing.

Inventory · completes

Supplier invoice

The XML of the supplier’s NF⁠-⁠e stays linked to the order and the receipt. Price or quantity differences are flagged for the person responsible for purchasing to resolve.

Bruno · checks

Payment terms

The terms agreed in the purchase reach finance.

The supplier’s payment terms go into the order and the supplier invoice, with installments and due dates. Renato Siqueira, the finance AI agent, records the accounts payable. Paying remains a decision for the person responsible for finance.

Renato Siqueira

AI agentAccounts and cash flow

See finance

Example · supplier invoiceOrder 0533

SupplierMetalúrgica Serra Azul

Terms28 and 56 days · boleto

Installment 1 of 2R$ 9.230,00 · 28 days

Installment 2 of 2R$ 9.230,00 · 56 days

StatusPayment awaiting approval

Illustrative values.

What stays with people

Bruno prepares. People approve, receive, and pay.

Approve the order

Approving a purchase order is an action only people take. Bruno prepares it and sends it for approval, and the system does not accept an approval coming from him. Who approved and when is recorded.

Choose the supplier

The person responsible for purchasing chooses the supplier for each item and negotiates price and terms. Bruno’s comparison is the starting point.

Complete the receipt

The warehouse team checks the goods against the invoice and the order and completes the receipt. Price or quantity discrepancies go to the person responsible for purchasing.

Pay the supplier

Installments go into accounts payable, and each one is only paid with finance’s approval.

Questions about purchasing.

No. He prepares the quote and the purchase order. Approving the order is an action only a person takes, and the order only goes to the supplier after that.

Yes. The quote request goes to the suppliers you choose, and the comparison shows price, delivery lead time, and payment terms side by side. You can choose a different supplier for each item.

Yes. The order stays as partially received until the last delivery and shows, item by item, what has arrived and what is still missing.

Yes. The supplier’s NF⁠-⁠e XML stays linked to the order and the receipt, and the invoice as a PDF or photo is read by Elisa Barros, an AI agent, who shows the document next to the fields read and leaves everything as a draft for your team to check. On the first purchase, the team links the supplier’s product code to the one in your records; on later purchases, the link is already in place.

Yes. The supplier invoice stays linked to the order, with the agreed payment terms. Renato records the installments in accounts payable, and each payment awaits approval from the person responsible for finance.

Yes. The administrator defines which records and actions each agent works on and can turn off the account’s agents. When Bruno asks for confirmation in the chat, a card appears for you to approve or decline.

Suppliers, payment terms, and open orders can come over in an import done with our team, assessed case by case depending on the source system.

See a purchase at work, from quote to receipt.

In the demo, with sample data, you see a quote with three suppliers, the order awaiting approval, a partial receipt, and the invoice in accounts payable.

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