Smarter Week

How to automate it

How to automate “get and compare supplier quotes”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a week
45%
of the time can be automated
Easy
to set up

Fix 1 of 1

AI

Have AI write the RFQ and line up the quotes

AI writes a clear request for quote and then compares the replies side by side, flagging differences in price, lead time and terms.

Typically saves about 40% of the time5 min to set up
  1. 1Use the prompt below to draft the RFQ from your requirements.
  2. 2When quotes come back, upload them to an approved AI assistant.
  3. 3Ask it to build the comparison table.
  4. 4Check prices against the original quotes before you decide.
Prompt to copy
Compare the attached supplier quotes for [ITEMS]. Make a table with one column per supplier and rows for: unit price at [QUANTITIES], total, lead time, minimum order, freight, payment terms, validity date and any conditions. Flag missing information and anything that does not meet these requirements: [REQUIREMENTS]. Copy numbers exactly.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Purchasing / buyer

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Other common tasks for Purchasing / buyers