Definition
Quote Extraction for Orders automatically converts vendor quotes into order requests. When you upload a quote, it extracts the line-item data and populates a draft order request for your review. The original quote stays attached to the request as a permanent audit record.
Why does Quote Extraction matter for finance teams?
Benefit | Description |
Speed | Line items are populated automatically, removing manual data entry from the order request process. |
Compliance | The uploaded vendor quote is always attached to the order request, preserving a complete audit trail. |
Accuracy | Quote Extraction cross-references your organization's Account Codes and purchase history to suggest the most accurate coding for each line item. |
What do I need before using Quote Extraction for Orders?
Plan: Your organization is on the Procurify Plus plan.
Feature access: Your administrator has enabled Quote Extraction for Orders.
Permissions: You have permission to Create Order Requests and Upload Attachments.
Data synchronization: Newly created Vendors and Account Codes aren't recognized immediately. New records take roughly 1 hour to sync with Quote Extraction after you create them in Procurify.
How do I start an order request with Quote Extraction?
Navigate to the Order Request page.
Select the Create requests faster-Try Now, button at the top right of the page instead of entering line items manually.
How do I upload vendor documents?
When prompted, upload the vendor quote or invoice. Supported formats are PDF, JPEG, and PNG. You can add more than one quote to the same order request — Quote Extraction combines the line items from every uploaded quote into a single draft.
Select the Location and Department for the order request.
For best results, upload clean, digital PDFs with clear table structures. Only the first 5 pages of each document are processed
How do I review and submit the order request?
Review the draft that Quote Extraction generates, including the order description and each line item.
Edit any field that needs correction, such as Vendor, SKU, Price, or Account Code. You keep full control over every field.
To change several line items together, select them and use bulk edit to apply the same Vendor, Account Code, or custom field value across all of them at once — or remove them in a single action. (Behavior to confirm — see open items.)
Complete any items flagged with missing required values, such as an unclear Account Code.
Click Submit Request to finish.
What data does Quote Extraction extract?
The tool focuses on line-item data. The table below shows which fields it populates and which you enter yourself.
Extracted automatically | Entered by you |
Product Name | Location |
Account Code (subject to 1-hour sync) | Department |
Preferred Vendor (subject to 1-hour sync) | Required Date |
Quantity | Custom Fields |
Unit Type |
|
Price |
|
Currency |
|
SKU |
|
Which files and order types are supported?
Feature | ✅ Supported | ❌ Not supported |
File types | PDF, JPEG, PNG | Excel, CSV, Word |
Order types | One-time orders | Recurring orders, Blanket orders |
Length | First 5 pages | Pages 6+ are ignored |
Language | English | Non-Latin character languages |
Structure | Standard tables | Free-form text, handwriting |
Tax calculation | Not supported — add tax manually | Automatic tax calculation |
What other limitations should I know about?
Handwriting: Handwritten quotes or handwritten modifications are likely to be missed or flagged.
Multiple vendors: If a single document lists multiple vendors, the extracted line items are added to one draft order request. The document isn't split into separate requests, so review the draft and adjust the vendor selection as needed.
Frequently Asked Questions
Frequently Asked Questions
How accurate is Quote Extraction?
Procurify targets an 80% automatic fill rate for the supported fields. Accuracy depends heavily on document quality — high-quality digital PDFs give the best results, while blurry scans or photos with shadows may need more manual editing.
What happens if Quote Extraction gets something wrong?
You're always in control. The workflow includes a review step where you can edit any field, fix flagged items, or adjust descriptions before submitting.
How does Quote Extraction decide which Account Codes to select?
It predicts Account Codes by first extracting line items and vendors from your uploaded quote, then filtering those results against your selected Department and Location. Each item is then cross-referenced with your organization's purchase history, official Account Code definitions, and item descriptions to suggest the closest match. Combining your organizational context with historical data produces suggestions tailored to your account structure.
Is my data secure?
Yes. Files are processed and stored within Procurify's secure environment. Your data is encrypted in transit and at rest, and it's never exposed to other customers.
How to get the best extraction results?
Write verbose descriptions: Extraction relies on semantic matching. Give your Account Codes and Item/SKU Codes clear, plain-text descriptions so they can be interpreted correctly.
Keep quotes as separate files: Upload each distinct quote as its own file. A single PDF that merges several unrelated orders often needs manual separation. (Reconcile with the new multi-quote upload capability — see open items.)
Keywords: Quote Extraction, Order Request, Vendor Quote, Line Items, Bulk Edit, Multiple Quotes, Account Code, SKU, PDF Upload, Data Sync, Automatic Extraction, Purchase Request, Procurify Plus