Procurement & sourcing

Manage procurement with AI

AI drafts the purchase order and payment request from supplier quotes and invoices you receive, and checks each quote against your price list. One app for your purchasing desk, live in days.

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AI enters the purchase data

Reads the purchase requisition and each supplier quote that arrives by email and fills in the purchase record. No one keys it in.

AI checks the quotes against your price list

Compares each quoted price with your approved price list and counts down the needed-by date. An off-list price surfaces before the PO is approved.

AI drafts the purchase paperwork

Drafts the comparison sheet, purchase order and payment request on your own templates. Your team reviews before anything is sent.

From purchase request to payment

At each stage the purchase is recorded, AI reads the quotes and drafts the documents, and the next step follows automatically.

  1. 01

    Purchase request

    AI reads the purchase requisition and opens a purchase record with the requesting department, item, quantity, needed-by date, and budget line already filled in. The submitted request routes on its own to the buyer who owns that category.

  2. 02

    Sourcing & RFQ

    From the purchase record, AI drafts the request for quotation and pulls each supplier's last price from its file, so the shortlist, quote deadline, and prior pricing sit together. The RFQ emails to the supplier list on its own, and every reply lands back on the record.

  3. 03

    Quote comparison

    As the quotes arrive, AI reads each one and builds the quote comparison sheet with price, lead time, payment terms, and warranty side by side, checked against your price list. Any quote above your reference price is flagged before the order goes for approval.

  4. 04

    Approval & PO

    Once a supplier is chosen, AI drafts the purchase order from the winning quote and fills in the contract terms, recording the approved value, the approver, and the PO number. An order over your limit waits on the director before the PO sends.

  5. 05

    Delivery & receipt

    When the goods arrive, AI reads the delivery note, matches it to the PO, and writes the goods receipt note with the delivery date, quantity received, inspection result, and any shortfall. Three days before the delivery date the supplier is reminded on its own, and a short delivery is flagged.

  6. 06

    Matching & payment

    With the supplier invoice in, AI matches it against the PO and the goods receipt, records the invoice number and payment due date, and drafts the payment request. A clean three-way match moves the invoice to approved for payment on its own.

A purpose-built app per desk

Buyers, approvers, warehouse, and finance each work in an app built for their job, and all of them write to one set of purchase orders.

Buyer's queue

Buyers see requests and quotes in a queue; picking a supplier drafts the order on its own.

Order board

The procurement lead watches every order by stage, with late deliveries and stalled approvals standing out in red.

Receiving screen

Warehouse matches one delivery to its order and logs the goods receipt in a click.

Spend dashboard

Managers see spend by supplier and category, and every approval still waiting.

The busywork runs itself

Approvals reach the right person on their own, late orders surface early, and each amount is checked before anyone sends it.

Requests reach the right buyer

A submitted request routes to the buyer who owns that category.

Approvals route by value

Under your limit the manager approves; over it the director signs off before the PO sends.

Delivery dates never slip

Three days before the delivery date the supplier is reminded, and a late order alerts the buyer.

Off-price quotes need sign-off

A quote above your approved price list waits on a manager before it's ordered.

Invoices match before they pay

The invoice, PO, and goods receipt are matched, and only a clean match moves to payment.

Your onboarding with Lotics

You never set it up yourself. We build the apps around your operation and keep improving them as your business changes.

  1. 01.

    Operations Audit

    We learn how your business actually operates and pick the manual work that should be automated first.

  2. 02.

    App Build & Integration

    We build the apps to match your process and bring in your existing data and documents, so nothing has to be re-entered.

  3. 03.

    Go-live & Handover

    Your team starts using the system on real work while we train them and refine it until it runs smoothly.

  4. 04.

    Continuous Improvement

    We stay on after launch with ongoing support, watching how the system is used and improving it as your business changes.

Trusted by operations teams

Phuoc Tran

"Documentation used to take around 2 hours/day; now it's usually done in 5 minutes. Most importantly, the team works from one set of numbers instead of conflicting files."

Phuoc Tran
Director, Conta Vietnam

Pricing

Free

$0

Your workspace, free forever

Get started
  • 1 process
  • 100 AI credits / month · bring your own AI
  • Up to 3 users
  • Build it yourself, with documentation

Pro

$17/month

Lotics AI for daily work

Get started
  • 1 process
  • 1,000 AI credits / month
  • Unlimited users
  • We build + maintain your system
  • Response within 2 days

Team

$68/month

For active operations teams

Get started
  • 1 department / 5 processes
  • 5,000 AI credits / month
  • Unlimited users
  • We build + maintain your system
  • Same-day response

Business

$255/month

Lotics as your active partner

Get started
  • Unlimited processes
  • 25,000 AI credits / month
  • Unlimited users
  • We build + maintain your system
  • Response within 4 hours
  • AI automatically analyzes and optimizes your system, detecting workflow bottlenecks. (Included · no credits)

Enterprise

Custom deployment for large organizations — custom credits, dedicated CSM, SSO/SAML, data residency, bespoke integrations, and SLA.

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  • A typical AI chat session: ~20-50 credits. Document processing: ~5-15 credits. Voice transcription (10 min): ~3 credits.
  • Pro: ~33 sessions/month. Team: ~167. Business: ~833.
  • Higher commitment tiers get a lower per-credit price ($0.020 → $0.012). When credits run out, buy more at $0.02/credit — no service interruption.
Frequently asked questions

Typically 1-2 weeks. Week 1: build the data tables, document templates, and import your supplier list. Week 2: train staff and run real purchases. Setup is included in the plan.

Time with the team during the audit, the supplier list and document templates you work with today, and someone to review as we build. We handle the rest.

Your buyers use it day to day. We stay on to tune it as your process changes, so you don't need a technical person of your own.

We adjust the routing and the approval limits to the new rules. It's configuration, not rewriting software, so changes are quick.

No. The buyer's queue, order board, and spend dashboard all read and write the same purchase orders — one source of truth, many purpose-built apps onto it. The scattered spreadsheets and chat threads you have now are exactly what that removes, not adds to.

AI reads the quotes from email and lays them into a comparison sheet: price, lead time, and payment terms side by side. Pick a supplier and the order drafts itself.

Orders route to the right approver by value. After 24 hours without action the system sends a reminder, and after 48 hours it escalates.

Every order carries a delivery status with automatic reminders. The system reminds the supplier before the deadline and alerts the buyer when an order runs late.

Yes. Spend by supplier, category, and department is compiled automatically. View it on the manager's dashboard any time.

The system logs price, delivery time, and quality on every order. Supplier scores calculate on their own, giving you a basis to negotiate.

Yes. Once approved, AI drafts the purchase order from the order data and emails it to the supplier after your team signs off.

Yes. Approved orders and their costs push to your existing accounting software, so nothing is entered twice. E-invoices and the tax ledger stay in the accounting system.

Yes. Lotics supports spreadsheet import. Our team handles the data conversion and import while we build the system.

Yes. Role-based permissions control who can view, edit, or approve specific records. Each person sees only what is relevant to their role.

Yes. Every change is logged with who made it, what changed, and when. Full history on any record for audits, disputes, or internal review.

Cloud servers in Singapore, encrypted in transit and at rest. Daily automatic backups. You own your data and can export everything at any time.

Yes. iOS and Android. Check status, receive notifications, and approve requests on the go. Real-time sync with web.

See your operations running on Lotics

Start free, upgrade when you need more.

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