Purpose of the process
To reduce the manual email chasing in procurement and quote collection, and to speed up quote evaluation. The process is orchestrated end to end through UiPath Maestro; email handling, time-based checks and AI-assisted analysis steps run automatically.
Technologies used
- UiPath Maestro
- UiPath API Workflows
- Microsoft Graph API
- OpenAI API
- Local language model
- Orchestrator Queue & Storage Bucket
Platforms we work with
- Enterprise automation: UiPath, Automation Anywhere
- Low code / No code: Microsoft Power Automate, n8n, GenRPA, automind
- Analytics: Power BI, Grafana
- ERP / CRM integrations: SAP®, Oracle, Dynamics 365, Logo Yazılım, Mikro Yazılım, IFS
- Data & infrastructure: SQL Server, MongoDB, Supabase, Kubernetes
SAP is the trademark or registered trademark of SAP SE or its affiliates in Germany and in other countries.
On-premise AI
RFQ on a local model
This process uses the API of the local language model on our own server. In all five steps, requests, quotes and prices are processed by the in-house model; understanding supplier e-mails is an NLP task, and so is writing the rationale behind the ranking.
01Request analysis
Scope, suppliers, deadline and reminder time are extracted from the request e-mail, and missing fields are detected.
~11.5 s
02Sending the RFQ
The RFQ e-mails to suppliers are written.
~8 s
03Matching the quotes
Amount, currency, VAT status, payment type and term, delivery, validity and rejection are extracted from free-text quotes.
~7.5 s
04Dynamic follow-up and reminders
The T-1 reminder e-mail is written.
~4.7 s
05Evaluation and reporting
Quotes are ranked by price, delivery, payment term and validity; differences are calculated in TRY and per cent, a rationale paragraph is written, and any VAT ambiguity is flagged.
~15 s
On our own synthetic test set of 160 samples (varied date, amount and language formats, including flawed requests), all five steps produced correct results. Typical timings measured on our own server.
Our on-premise AI serviceWhat the process delivers
10
- Reduces the burden of manual email chasing and quote collection
- Automatically answers and tracks supplier replies
- Identifies non-responding suppliers and sends automatic reminders
- Moves ahead without waiting for the deadline when all quotes arrive early
- Converts quotes in different formats into one common data structure
- Compares quotes against the criteria you define
- Determines the most suitable quote together with its rationale
- Reports results to the business unit automatically
- Logs supplier responses, laying the ground for supplier evaluation
- Makes the process more effective, standard and auditable
Let's start with one process.
Tell us which task takes your team's week — invoice handling, order entry, stock checks, reconciliation. We'll walk through it with you and say plainly whether a robot is the right answer.