Summary (TL;DR): AI Intake for Orders converts an uploaded vendor quote into a draft order request in Procurify, eliminating manual line-item entry and attaching the original quote for audit purposes.
Definition
AI Intake for Orders automatically converts vendor quotes into order requests. When you upload a quote, AI Intake extracts the line-item data and populates a draft order request for your review. The original quote remains attached to the order request as a permanent audit record.
Why does AI Intake for Orders matter to finance teams?
Benefit | Description |
Speed | AI Intake populates line items 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 | AI Intake 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 AI Intake for Orders?
Plan: Your organization is on the Procurify Plus plan.
Feature access: Your administrator has enabled AI Intake for Orders.
Permissions: You have permission to Create Order Requests and Upload Attachments.
Data synchronization: Newly created Vendors and Account Codes are not recognized by AI Intake immediately. New records take approximately 1 hour to sync with AI Intake after creation in Procurify.
How do I start an order request with AI Intake?
Navigate to the Order Request page.
Select the AI extraction button at the top right of the page instead of manually entering line items.
How do I upload vendor documents?
When prompted, upload the vendor quote or invoice. Supported formats are PDF, JPEG, and PNG.
Select the Location and Department for the order request.
For best results, upload clean, digital PDFs with clear table structures. AI Intake processes only the first 5 pages of a document.
How do I review and submit the order request?
Review the draft order request that AI Intake generates, including the order description and each line item.
Edit any field that needs correction, such as Vendor, SKU, Price, or Account Code. You retain full control over every field.
Complete any items that AI Intake flags with missing required values, such as an unclear Account Code.
Click Submit Request to finish.
What data does AI Intake extract?
AI Intake focuses on extracting line-item data. The table below shows which fields AI Intake populates and which fields you enter yourself.
Extracted by AI Intake | 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 by AI Intake.
Multiple vendors: If a document lists multiple vendors, AI Intake adds the extracted line items to a single draft order request. AI Intake does not split the document into multiple order requests, so review the draft and adjust the vendor selection as needed.
Frequently Asked Questions
Frequently Asked Questions
How accurate is AI Intake?
Procurify targets an 80% automatic fill rate for the fields AI Intake supports extracting. Accuracy depends heavily on document quality. High-quality digital PDFs yield the best results, while blurry scans or photos with shadows may require more manual editing.
What happens if AI Intake gets something wrong?
You are always in control. The workflow requires a review step where you can edit any field, fix flagged items, or adjust descriptions before submitting the order request.
How does AI Intake decide which Account Codes to select?
AI Intake predicts Account Codes by first extracting line items and vendors from your uploaded quote, then filtering those results against your selected Department and Location. AI Intake then cross-references each item with your organization's purchase history, official Account Code definitions, and item descriptions to suggest the most accurate match. By combining your organizational context with historical data, AI Intake delivers 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 your data is never exposed to other customers.
How to get the best extraction results?
Write verbose descriptions: AI Intake relies on semantic matching. Give your Account Codes, Item/SKU Codes, and Payment Terms clear, plain-text descriptions so AI Intake can interpret them correctly.
Use one order per file: Upload one quote per PDF file. Merged PDFs containing multiple distinct orders often require manual separation.
Keywords: AI Intake, Order Request, Quote Extraction, Vendor Quote, Line Items, Account Code, SKU, PDF Upload, Data Sync, Automatic Extraction, Purchase Request, Procurify Plus