Supplier Quotes Turned Into Purchase Orders, Automatically
No more quotes sitting in an inbox while the job waits. No more line items keyed in by hand. No more large orders slipping through without sign-off.
Who it's for
Offices that raise purchase orders from supplier quotes, especially where several suppliers each format their paperwork differently.
What it saves you
The time spent reading, matching and keying in a quote by hand, plus the cost of large orders slipping through without sign-off.
Set up time
Most businesses are live within days.
The problem
A supplier quote lands in an inbox with a job number attached, and from there it's a manual job: read the line items, work out which job and cost centre they belong to, check the supplier against your approved list, and key it all into a purchase order by hand. That's exactly the step that gets delayed when the office is busy. Quotes sit unread while the job waits on materials. Line items get keyed in with the odd typo. Large orders occasionally go through without the sign-off they should have had, and costs land on the wrong job, or don't land at all. The more suppliers you deal with, and the more inconsistently each one formats their quotes, the worse this gets, because there is no single template the office can rely on to speed things up.
What the automation does
When a supplier quote arrives by email with a job number attached, Build Concierge takes it from there.
- Reads the quote. AI reads the PDF line items, however the supplier has laid the table out.
- Interprets the layout. It works out which figures are quantities, rates and totals, regardless of the supplier's own formatting.
- Matches the job. It finds the job and the correct cost centre in your job management system.
- Checks the supplier. The supplier is matched against your approved list.
- Codes every line. Each line item is coded to the right job and division as it's added.
- Raises the purchase order. The full purchase order is assembled with every line item in place.
- Routes for sign-off. Orders over your approval threshold are sent for approval before anything is committed.
Approvals, not transcription
The office reviews and approves rather than retyping every line by hand. If something can't be matched, a supplier, a job, a cost centre, you're told exactly what and why, immediately.
What you get
- Supplier quotes turned into coded purchase orders automatically
- Costs captured against the correct job and division from the start
- Large orders routed for sign-off before anything is committed
- No line items keyed in by hand, and no typos that come with it
- A clear flag the moment something can't be matched
Every supplier quote becomes a purchase order in minutes rather than sitting in a queue, with the costs already captured against the right job.
Ways to run it
Read and raise on arrival
Every incoming supplier quote is read and turned into a matched, coded purchase order automatically.
Approval thresholds, respected
Orders above your set threshold are routed for sign-off before they're committed, so nothing large slips through unnoticed.
Flag what can't be matched
If a supplier, job or cost centre can't be matched, you're told immediately, rather than finding out when the invoice lands.
Fits your approved supplier list
Matching runs against your existing approved supplier list, so nothing is ordered from outside it without you knowing.
What you need
- Build Concierge connected to your job management system
- How supplier quotes reach you (an inbox is enough)
- Your approval thresholds and approved supplier list
Getting set up
- Talk to us. Show us how this works today in your business.
- We build it with you. We set up the logic and routing around how your business already operates.
- Test it live. We run real data through it, confirm it lands correctly, then switch it on.
Common Questions
Yes. AI reads the line items whichever way the supplier has laid the table out, so you're not dependent on a fixed template.
You're told exactly what couldn't be matched, a supplier, a job, or a cost centre, immediately, rather than the quote sitting unprocessed.
No. Orders over your set approval threshold are routed for sign-off before anything is committed.
Yes, every supplier is matched against your approved list before the purchase order is raised.
Think about the hours spent keying in line items by hand, and the orders that occasionally get missed or miscoded. This closes that gap and gets the cost onto the right job from the start.
Ready to turn quotes into orders automatically?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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