AI Intake for Orders allows you to automatically convert vendor quotes into purchase requests. By uploading a quote, Procurify’s AI extracts the necessary data to populate your Request for Order (RFO), saving you time on manual entry and ensuring the original quote is always attached for audit purposes.
Prerequisites
To use this feature, ensure the following:
Plan & Access: Your organization is on the Procurify Plus plan, the feature is enabled by your administrator, and you have permission to Create RFOs and Upload Attachments.
Data Synchronization (Important): If you add new Vendors or Account Codes to Procurify, they will not be immediately recognized by the AI.
Known Limitation: It takes approximately 24 hours for newly created records (Vendors/Account Codes) to sync with the AI.
How it Works
1. Initiate the Request
Navigate to the Request for Order page. Instead of manually typing line items, click the Extract with AI button.
2. Upload Your Document
You will be prompted to upload the vendor quote or invoice.
Supported Formats: PDF, JPEG, PNG.
Best Results: Clean, digital PDFs with clear table structures.
Constraint: The AI processes only the first 5 pages of a document.
Select Header Details: You must manually select the Location and Department for the request.
3. Review, Edit, and Submit
Once the file is processed, you will see a draft of the request.
Verify Extracted Data: Review the order description and line items populated by the AI. You have full control to edit any field (Vendor, SKU, Price, Account Code, etc.) if the extraction isn't perfect.
Fill Missing Info: The AI will flag items with missing required values (like an unclear Account Code).
Submit: Once you are satisfied with the data, simply click Submit Request to finish.
What Data is Extracted?
What Data is Extracted?
The AI specifically focuses on extracting Line Item data.
✅ AI Extracted Fields
Product Name
Account Code (subject to 24h sync)
Preferred Vendor (subject to 24h sync)
Quantity
Unit Type
Price
Currency
SKU
👤 Fields You Must Enter
Location
Department
Required Date
Custom Fields
Supported Files & Limitations
Supported Files & Limitations
To ensure the best success rate, please review the current capabilities of the current release.
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 only | Pages 5+ are ignored |
Language | English | Non-Latin character languages |
Structure | Standard Tables | Free-form text, Handwriting |
Tax Calculation | Not supported currently | Tax calculation is not currently supported and must be added manually |
Additional Limitations
Additional Limitations
Handwriting: Handwritten quotes or modifications are likely to be missed or flagged.
Multiple Vendors: If a document lists multiple vendors, the AI may ask you to confirm which vendor to use, but it does not split the document into multiple requests automatically.
Frequently Asked Questions
Frequently Asked Questions
How accurate is the AI?
We target a 70% automatic fill rate for required fields. However, accuracy depends heavily on the quality of the document. High-quality digital PDFs yield the best results, while blurry scans or photos with shadows may require more manual editing.
What happens if the AI gets it 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.
How does AI decide which account code(s) to select?
Our AI predicts account codes by first extracting line items and vendors from your uploaded quote and filtering them against your pre-selected department and location. It 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 specific organizational context with historical data, the AI ensures highly confident suggestions tailored to your budget 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 is never exposed to other customers.
How do I provide feedback?
As an early user, your feedback is critical. You can rate the extraction quality directly in the product or share detailed feedback during your scheduled sessions with the Procurify team.
Best Practices
To ensure the highest accuracy and speed when using the AI Intake for Orders feature, we recommend adhering to the following best practices.
Ensure verbose descriptions : AI relies on semantic matching. Ensure that
Account Codes,Item/SKU Codes, andPayment Termsin your system have clear, plain-text descriptions associated with them so the AI can understand what they are.One Order per File: Best practice is to have one Quote per PDF file. Merged PDFs containing multiple distinct orders often require manual separation.