Introducing AI Intake for Orders: The Fastest Way to Turn Vendor Quotes Into Purchase Requests

Across more than $100B in proprietary purchasing activity, we identified that 43% of order requests begin with a file attachment. That means nearly half of all purchasing starts the same way: a vendor quote arrives as a PDF or image, and someone has to manually retype every detail into a request before anything can move forward.

Every one of those details—descriptions, quantities, prices, vendor information, and account code has to be typed in manually. One line item might take a minute or two. But most quotes don’t have one line. They have ten, twenty, sometimes fifty. Suddenly, a simple request takes a substantial chunk of someone’s day.

Why intake slows teams down

For mid-market teams that rely on emailed quotes, this friction is a daily reality. Even small delays at intake compound across the procure-to-pay process, slowing approvals, increasing errors, and stealing time from teams already running lean.

Vendor quotes come in all shapes and formats, which means requesters can’t simply transfer the information over. They first have to stop and make sense of the document, figuring out which numbers represent quantities, which belong to pricing, and how each line maps to the fields in a purchase request.

After interpreting the quote, the real work begins: typing everything in. With so many numbers and details to enter, even a small slip can create real issues. One extra zero can turn a $100 line into a $1,000 charge, and similar mistakes often go unnoticed until approval or invoice matching.

Once that inconsistency enters the workflow, everything becomes harder to review, approve, track, and match later on.

Over time, those inconsistencies create larger issues:

• Reports that don’t align
• Spend that’s harder to analyze
• Purchasing data that lacks clarity
• Training is difficult because there’s no standard way to enter a quote

This is exactly the problem AI Intake for Orders was built to solve.

Fixing intake: Introducing AI intake for orders

AI Intake for Orders removes the most time-consuming step in purchasing and instantly turns a vendor quote into a usable request. Upload a PDF, JPEG, or PNG, and the system instantly extracts essential details—items, descriptions, quantities, pricing, vendor information, and account codes—and assembles a clean draft for review.

As part of Procurify’s AI automation platform, it introduces intelligence directly into the workflows teams already use and eliminates the inconsistency and guesswork that come from unstructured vendor documents. Instead of rebuilding every detail by hand, teams start with an accurate draft based on the file—a draft that only needs final confirmation.

AI Intake is built for the realities of mid-market purchasing. Quotes arrive as messy PDFs, multi-page scans, mixed tables, or phone photos. The feature handles that variability and places the extracted details directly into the workflow teams already use, with no extra steps and no process changes.

It’s practical, reliable AI built into Procurify, strengthening the very first step of the purchasing process. With a smarter, more consistent start, the entire workflow runs with greater clarity and fewer interruptions—from intake through approvals, purchasing, and AP.

How AI intake for orders works

AI Intake fits naturally into the way teams already create purchase requisitions, but removes the manual friction that slows everything down.

1. Upload the vendor quote

Teams upload a PDF, multi-page scan, or phone photo. The system analyzes the file and identifies the information needed to build the request.

2. Key details are extracted

AI captures item descriptions, quantities, pricing, currency, vendor information, and account codes. When available, it also pulls SKUs, comments, and other line-item specifics.

3. AI applies your organization’s context

This is where the system goes beyond extraction. AI Intake uses the quote details, past purchasing patterns, and your organization’s own data to:

• Recommend the most appropriate account code for each line, removing the need for requesters to make a best guess
• Identify the vendor on the document and match it to your vendor list
• Generate a clear order description based on the items in the request

These are tasks that typically depend on manual judgment or institutional knowledge. AI handles them automatically and consistently, giving teams a stronger and more reliable starting point.

4. A draft is generated for review

Users don’t start from a blank order request form. The system assembles a pre-populated draft using all extracted and contextualized details. From there, they simply review the information and make any edits or additions before submitting.

5. The request follows your existing workflow

After review, the request moves through the same automated approval routing rules and purchasing steps already in place.

The workflow remains familiar, but faster and more consistent. Teams spend less time transcribing documents and more time moving work forward.

Why this matters for mid-market teams

Intake isn’t just the first step in purchasing; it’s the step that every request depends on. Since nearly half of order requests begin with a vendor attachment, even a two-to-five-minute reduction in intake time adds up quickly. For teams processing a steady volume of requests, this can mean saving 20–40 hours each month.

Cleaner intake also improves accuracy. When item details, pricing, and coding are captured the same way every time, approvers ask fewer questions, purchasing teams make fewer corrections, and invoices match more reliably. The number of touches per request decreases, and cycle time improves drastically because the information is clear from the start.

For organizations with lean procurement or AP teams, these improvements add up fast. And once you apply them at scale across hundreds or thousands of requests, the shift is unmistakable: quicker approvals, smoother purchasing, and a far more predictable end-to-end process.

Built for accuracy and control

AI Intake works within Procurify’s existing security and data-handling framework. Documents remain protected inside Procurify, and requesters validate all AI-generated drafts before anything enters an approval workflow.

Teams get the speed of AI with the same oversight and control they rely on today.

A smarter start to every purchase

AI Intake for Orders marks an important step in how mid-market teams adopt AI: not as a separate initiative, but as part of the everyday work that drives purchasing. It brings intelligence to the place where most purchasing activity begins and sets a more reliable foundation for everything that follows.

This is the direction procurement is heading. Leading organizations are looking for AI that improves real workflows, not abstract promises or cumbersome transformations. Standardizing intake creates the stability needed for faster decisions, clearer visibility, and more confident financial oversight—all without changing how teams work today.

This is the direction procurement is heading. Leading organizations are looking for AI that improves real workflows, not abstract promises or cumbersome transformations. Standardizing intake creates the stability needed for faster decisions, clearer visibility, and more confident financial oversight—all without changing how teams work today.

AI Intake is an example of this shift: practical, built for mid-market realities, and focused on making daily work dramatically easier. It’s a smarter start to every purchase and a clear step toward a more connected, AI-powered procurement experience.

And we’re just getting started. Early 2026 will bring a wave of new AI capabilities we unveiled at our Pulse event that extend this intelligence far beyond intake, accelerating every stage of procurement. AI Intake is the opening chapter of a much bigger transformation we’re building at Procurify.

See what’s coming with AI intake for orders

Join our 2026 winter webinar to learn more about how this new purchasing feature works.

Register your interest in AI intake for orders

AI intake for orders is currently available for select customers. Join the waitlist to get early access when the feature rolls out to more organizations in early 2026.