Client Processing 80 Vendor Quotes Monthly (Automation Recovered 60 Hours)
Manufacturing client. 80 vendor quotes monthly. Manual comparison consuming 60 hours.
Built automated quote comparator.
THE CLIENT'S MANUAL PROCESS:
Every quote manual. Procurement specialist downloading PDF. Opening spreadsheet. Typing vendor information, line items, pricing.
Calculating payment discounts manually. 2/10 net 30 terms means 2% savings if paid within 10 days. Often missed.
Determining carrying costs. Delivery timeline affects inventory. Formula application inconsistent.
Checking vendor credit ratings. Opening separate CRM. Recording risk assessment. Applying subjective premium.
Calculating TCO. Comparing vendors manually. 45 minutes per quote. 80 monthly. 60 hours total.
Audit problems - $47,200 discounts missed. $18,600 carrying costs ignored. 67 high-risk vendors selected. 37.2% error rate.
THE AUTOMATION:
11-node workflow:
Gmail Trigger → Get Email → Prepare Binary →PDF Vector Extract → Payment Calculator → Carrying Cost →Vendor Rating → Risk Premium → TCO Calculator → Score & Rank → Recommendation Log
EXTRACTION:
Vendor - name, contact, quote number, date
Line Items - part numbers, quantities, prices, totals
Payment Terms - net days, discount terms
Delivery - estimated days, shipping
Totals - subtotal, tax, shipping, grand total
CALCULATIONS:
Payment discount - 2/10 net 30 = 2% savings
Carrying cost - (Total × 10% ÷ 365) × delivery days
Risk premium - AAA=0%, AA=0.5%, A=1%, B=2%, C=3%
TCO - price - discount + carrying + risk
SCORING:
Multi-criteria evaluation:
Price (40%) - TCO comparison
Delivery (25%) - Speed comparison
Terms (20%) - Payment flexibility
Risk (15%) - Vendor reliability
Weighted score generates recommendation.
DEPLOYMENT METRICS:
12 months operation. 960 quotes processed successfully.
Manual comparison eliminated completely. Zero hours spreadsheet work required. Zero calculation errors occurred. Zero missed payment terms happened.
Payment discount capture - 94% versus 12% manual baseline. Annual improvement totaling $67,200 captured.
Carrying cost optimization - better delivery selection choices saving $22,400 annually through systematic evaluation.
Risk management - zero vendor defaults recorded. High-risk selections flagged automatically before commitment decisions made.
Time recovered - 720 hours annually freed up. Reallocated successfully to supplier relationship building and strategic negotiation activities.
Decision consistency - 100% maintained. Same methodology applied rigorously every quote. Zero emotional or rushed decisions made.
How much procurement time spent manually comparing vendor quotes without automated TCO?
5
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Client Processing 80 Vendor Quotes Monthly (Automation Recovered 60 Hours)
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