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Turn the purchase department into a profit center.

Analyze supplier rates, lead times, and distribution trends in real time to reduce operational risk, improve vendor reliability, and strengthen purchasing control.

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  • 4-way bill validation
  • Rate spikes caught
  • Duplicate bills blocked
  • Vendor scorecards
  • No invoice templates
  • RFQ to PO in one click

Benefits

What your purchase team gets back.

Five things your purchase team stops chasing by hand, and what each one is worth.

  1. 01

    Pay only for what arrived.

    Every bill is checked against the purchase order, the goods receipt, and the quality check before it is booked, and a bill already posted cannot be posted twice.

    • Invoices read in any format, without templates
    • Partial and multi-PO bills matched
    • The invoice copy attached in your ERP
    Vendor invoice NV-1180 · $48,2001 difference
    1. Purchase order PO-8841Item, rate, and terms agreePassed
    2. 2Goods receipt GRN-54989,000 of 9,400 kg receivedShort 400 kg
    3. Quality check QC-2231Passed, no rejectionsPassed
    4. Not billed beforeFirst bill against PO-8841Passed
    Post at the received quantity: $46,170, not $48,200.Ready to post
  2. 02

    Buy every item at the right rate.

    Each item's rate is tracked against its own history, so a rise is questioned before the next order goes out, not after the invoice arrives.

    • Every rate against its six-month average
    • Spikes flagged by vendor and item
    • Savings surfaced on every open RFQ
    Item ratesLast PO vs 6-month average
    ItemLastChange
    A36 plate 1/4inVendor A · per tn$1,212+8.2%
    Weld wireVendor B · per lb$2.34+5.9%
    CR sheet 16 gaVendor C · per tn$1,040+0.4%
    PrimerVendor D · per gal$24.80−1.2%
    Vendor C last supplied A36 plate at $1,138.RFQ drafted
  3. 03

    Award the best quote, not the familiar one.

    RFQs go to a qualified vendor pool, replies are read as they arrive, and every quote is compared on landed cost, lead time, and terms.

    • Sent and tracked on one board
    • Compared against what you paid before
    • The PO awarded in one click
    RFQ-8841 · A36 plate · 40 tn4 of 5 replied
    VendorRateLanded
    Northvale SteelBest landed cost$1,138$46,100
    Vendor C$1,146$46,420
    Corex Supply$1,171$47,480
    Vendor ACurrent vendor$1,212$48,960
    Awarding Northvale saves $2,860 on this order.Award ready
  4. 04

    Suppliers you can plan around.

    Delivery record, rejections, and share of spend are tracked per vendor and item, so a slowing or over-relied supplier is seen while there is time to act.

    • Lead time and on-time rate per vendor
    • Rejection and supply rate by item
    • Concentration flagged, with alternates
    Vendor performanceLast 12 months
    VendorOn timeReject
    Vendor DPrimer, resin84%3.1%
    Vendor BWeld wire88%2.4%
    Vendor CCR sheet, plate91%1.6%
    Vendor A68% of plate spend96%0.8%
    74% of fasteners come from Vendor A alone.Split proposed
  5. 05

    Stock that follows real demand.

    Minimum and maximum levels are recalculated from what you actually consume, so reordering stops running on last quarter's assumptions.

    • Limits recalculated from consumption
    • Open POs closed when stock runs high
    • Approved limits written back to the ERP
    Min-max, recalculatedFrom 12 weeks of use
    ItemMinMaxChange
    Resin P-47Was 6–15 t4 t9 tLower
    A36 plateWas 18–40 t22 t48 tHigher
    Weld wire0.6 t1.4 tSame
    Primer90 gal220 galSame
    Two resin POs would push stock past its new maximum.Close POs

RFQ intelligence

Turn every RFQ into a better buying decision.

Build a credible vendor pool, compare the full cost of each quote, and issue the award with terms, timing, and supplier balance already accounted for.

A request becomes an awarded purchase order, with every supplier informed.
Procurement request PR-2291
Item
Steel plate 12mm
Quantity
40,000 kg
Need by
18 Oct
Raised by
Plant 2 · Maintenance
Approved
Purchase

Sourcing vendors who can actually deliver this — not everyone who lists it.

  • Scanning vendor master
  • Filtering on delivery and rejection record
  • Checking capacity for 40,000 kg
  • Verifying compliance and credit
Credible vendors shortlisted
VendorOn-timeRejection
Northvale Steel96%0.4%Preferred
Supplied this item 11 times
Corex Metals91%1.1%
Contract rate held since March
Arbor Alloys88%0.9%
New capacity, compliance verified
Halden Supply74%3.2%Dropped
Two late deliveries this quarter
Purchase

Checking what this item has cost us before, so the RFQ asks from a position.

  • Pulling the last 6 purchase orders
  • Normalising to landed $/kg
  • Reading lead time history
  • Last paid
RFQ-8841 · Steel plate 12mmdrafting
Purchase

Out to all three.

  • Generating vendor-specific copies
  • Sending
  • Response window set

Bill processing

Post only what arrived and matches.

Read invoices without vendor-specific templates, check them against the purchase order and receipt, then send the right exception through for approval.

Every posted bill carries its supporting document and the exception trail behind it.
Vendor invoice NV-1180
Vendor
Northvale Steel
Against
PO-8841
Quantity billed
40,000 kg
Rate
$4.11/kg
Invoice total $164,400Received
Purchase

Read straight off the PDF — no layout trained for this vendor.

  • Extracting header and line items
  • Identifying the item
  • Checking for a duplicate bill
4-way validation
Checked againstWhat it says
Purchase order40,000 kg @ $4.11Match
Goods receipt39,880 kg receivedShort 120 kg
Transit loss recorded on GRN-5521
Quality checkPassed, MTC on fileMatch
Duplicate checkNo prior bill on this POClear
Needs approval

Post at the received quantity

The invoice claims 40,000 kg; the goods receipt records 39,880. Posting what arrived and raising the difference as a debit note.

Bill posts at $163,907 · debit note of $493 to Northvale Steel

Post and raise
Purchase

Booked.

  • Bill entered in the ERP
  • Invoice PDF attached to the entry
  • Debit note sent to the vendor
NSNorthvale Steel

Debit note accepted. The 120 kg balance goes out with the November lot.

Rate spike detection

Catch supplier price jumps before they become committed spend.

Compare quotes with recent buying history and the market index, then reopen the conversation while a better contract is still available.

The team sees the cost of inaction before the next order goes out.

$4.86/kg

Steel plate 12mm, quoted this week

18% above the 90-day average
Purchase

Caught on the daily scan — nobody asked for this.

  • Comparing to the 90-day average
  • Checking whether it is market-wide
  • Sizing the exposure
Where the increase is coming from
VendorQuoted
Northvale Steel$4.86+18%
Quoting spot — no contract in place
Arbor Alloys$4.44+8%
Moved with the hot-rolled coil index
Corex Metals$4.15+1%
Held by a contract expiring 30 Nov
Purchase

This is one vendor, not the market. The index moved 7%; Northvale moved 18%.

  • Index movement this quarter
  • Northvale above the index
  • Contract expiring in 38 days
Needs approval

Re-quote before the next order goes out

Open an RFQ against Corex and Arbor, and renew Corex's contract before 30 Nov rather than after it lapses into spot.

Holds $4.15 on 40,000 kg — $28,400 a quarter against the spot rate

Generate RFQ
Purchase

Running.

  • RFQ-8902 sent
  • Contract renewal flagged
  • Rate alert armed

Lead-time risk

See a slowing supplier before it holds up the next job.

Read delivery history as a trend, calculate what changes downstream, and split the next order before a late delivery turns into a shortage.

Lead-time changes update buying decisions, safety stock, and the vendor score together.

19 days

Northvale Steel, average across the last three orders

up from 12 days
Purchase

No single delivery was late enough to complain about. The trend is.

  • Reading the last 8 deliveries
  • Promise against actual
  • Checking what it blocked
Deliveries against promise
OrderPromised vs taken
PO-8102 · Aug12 promised, 13 taken
PO-8344 · Sep12 promised, 18 takenLate 6 days
PO-8590 · Sep12 promised, 21 takenLate 9 days
Held up despatch on SO-4471
PO-8841 · Oct14 promised, day 16Still open
Purchase

Three things move because of this, and none of them are a purchase decision.

  • Reorder point recalculated
  • Safety stock raised
  • Vendor score updated
Needs approval

Split the next order, and say so

Move 40% of this item to Arbor Alloys, who have run 11 days across their last four orders, and put Northvale on notice rather than quietly rerouting.

Single-vendor exposure falls from 100% to 60% · the split volume keeps a 12-day reorder point

Send vendor notice
NSNorthvale Steel

Understood. Rolling mill maintenance ran over in September — back to 12 days from the November lot.

Vendor concentration

Reduce single-source exposure while there is time to choose.

Identify where volume, geography, and capacity are too concentrated, then qualify alternatives and rebalance the next purchase with a clear approval record.

Critical categories stay supplied even when one vendor or region falters.

78%

Stainless fasteners bought from one western-region supplier

Above the 60% category limit
Purchase

The risk is not one late order. It is how much of the category would stop if Vanta went quiet.

  • Reading the last 12 months of spend
  • Mapping vendor and plant locations
  • Checking approved alternates
  • Testing committed capacity
Current supplier allocation
VendorShareRisk
Vanta Fasteners78%WestOver limit
Only source for Plant 1 and Plant 3
Harbor Components14%SouthQualified
92% on-time across six orders
Mira Industrial8%EastQualified
Capacity check passed for 20% share
Purchase

Harbor and Mira can take enough of the next run to bring the category back inside its limit without changing the specification.

  • Comparing landed cost
  • Checking alternate lead time
  • Building a three-vendor allocation
Needs approval

Rebalance the next quarter of fastener buys

Keep Vanta at 50%, move 30% to Harbor Components, and place 20% with Mira Industrial. All three suppliers keep the approved specification and delivery terms.

Single-vendor exposure falls from 78% to 50% while 100% of the forecast demand stays covered

Approve allocation
Purchase

The allocation is live and the category stays under watch.

  • Creating three purchase schedules
  • Sending capacity confirmations
  • Arming concentration alert

Consumption-based min/max

Keep inventory thresholds tied to how the business is actually using stock.

Recalculate reorder points from recent consumption and changing lead times, then publish approved limits back to the ERP before planning drifts.

Planning teams get stock levels that reflect demand instead of last quarter's assumptions.
Stock position · polymer resin P-47
On hand
18.4 tonnes
Current reorder point
12.0 tonnes
Current maximum
26.0 tonnes
Average issue rate
1.7 t/day
Review due
Purchase

The old limits were set before the second shift started. The stock number is still familiar. The demand behind it is not.

  • Reading the last 16 weeks of issues
  • Removing one-off maintenance demand
  • Checking supplier lead time
  • Sizing the stockout window
What changed in the planning inputs
InputPreviousNow
Daily consumption1.3 t1.7 t+31%
Lead time10 days14 days+4 days
Safety stock4.0 t5.2 tRecalculated
Protects two shifts at the new run rate
Purchase

The current reorder point lands inside the supplier's delivery window. The fix is a planning change, not an emergency order.

  • Recalculating reorder point
  • Recalculating maximum
  • Checking storage capacity
Needs approval

Publish updated planning limits for P-47

Set the reorder point to 29 tonnes and the maximum to 44 tonnes. The higher limits cover the second shift and the supplier's current 14-day lead time.

Removes the six-day stockout window without exceeding available storage

Update planning limits

29 tonnes

New reorder point published to the ERP

Next review after four weeks of usage

One Accounts Payable System, Built forHow Real Organizations Buy.

Manufacturing

Track raw material rates, supplier lead times, and min-max pressure across plants and categories.

Service

Manage recurring vendor costs, approval cycles, and spend visibility without fragmented reporting.

Trading

Respond quickly to supplier performance, price movement, and fast buying decisions across items.

Zero structural change. Connect with your existing tech stack.

Rotasu delivers an end-to-end purchasing copilot that detects bottlenecks, automates RFQs, and executes frictionless invoice approvals directly within your stack. Faster recovery, without breaking a single process. It finds, resolves, and executes across your entire stack from one secure, centralized intelligence layer.

SAP
QuickBooks
BambooHR
Zendesk
Sage
Dynamics
Workday
Darwinbox
Keka
Oracle NetSuite
Gmail
Xero
Outlook
HubSpot
Salesforce
Pipedrive
Affinity
Zoho

See the savings hiding in your own purchases.

Give your team one-click actions to move faster on approvals, capture more savings, reduce costly manual work, and turn every AP workflow into a source of better margins and stronger cash control.
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Frequently Asked Questions

Rotasu AI automates end-to-end finance operations including accounts payable, accounts receivable, transaction reconciliation, document processing, and exception resolution with built-in controls and approvals.
It connects seamlessly with your existing ERPs and tools to eliminate manual data entry, spot discrepancies 24/7, and provide clear recommended actions for your team.
Rotasu handles document intake via OCR and AI, matches records across platforms, and tracks every adjustment with a comprehensive audit trail.
Yes, Rotasu allows you to configure approval workflows so human verification and sign-off happen precisely when needed.
Deployment takes minutes with our secure connectors, requiring zero structural changes to your current financial systems.