Summary (TL;DR): Guided Intake is a conversational feature in Procurify that turns a plain-language description of what you need into a pre-filled, ready-to-review order request.
What does Guided Intake do?
Guided Intake lets you create an order request by describing what you need in plain language, such as "I need a wireless headset." Guided Intake then builds a pre-filled draft order request for your review. Guided Intake is an additional way to create order requests and does not replace the standard order request form.
Guided Intake helps most when you know what you want to buy but do not know how your company buys it. Guided Intake searches your company's internal catalog and your own order history, suggests the preferred vendor and the correct Account Code, and surfaces spend policy signals before you submit.
Why does Guided Intake matter to a finance team?
Benefit | How Guided Intake delivers the benefit |
Compliance | Guided Intake flags out-of-policy choices and shows compliant alternatives before submission, which increases first-pass approval rates. |
Speed | Guided Intake pre-fills the order request form — item, vendor, quantity, price, Account Code, description, and needed-by date — so requesters spend less time on manual entry. |
Visibility | Budget owners see a budget signal on results, indicating whether a purchase fits the current budget before the request enters the approval workflow. |
Data accuracy | Every suggestion comes from data already in your company's Procurify instance. Guided Intake does not invent vendors, items, or Account Codes. |
How do I access Guided Intake?
Open any page in Procurify on desktop web.
Type what you need, in your own words, into the Global Command bar at the top of the page.
When Procurify detects purchase intent, select the Help me build a request option to start the conversation.
Guided Intake is available on desktop web for organizations with the Guided Intake add-on. The Procurify mobile app does not include Guided Intake.
How does Guided Intake work?
Step 1 — How do I start a request?
Type your request into the Global Command bar in plain language, for example "I need a monitor for my desk." No procurement terminology is required.
Step 2 — How do I confirm my location and department?
Guided Intake displays your location and department, pulled from your Procurify profile. Confirm the location and department, or change either value if you belong to more than one.
Step 3 — How do I answer the refining questions?
Guided Intake asks up to 3 short questions to refine your request, such as specifications, price target, or needed-by date. "No preference" is always a valid answer, and the conversation never blocks you. Guided Intake never re-asks for details you already provided in an earlier message.
If your request is broad, such as "office supplies," Guided Intake may ask additional questions until the request is specific enough to search.
Step 4 — How do I review the results?
Guided Intake searches your company's internal catalog and your own past orders, then presents ranked options with the recommended option on top and the reasoning shown. Select an option, ask Guided Intake to refine the results, or add more items to the same request, for example "also add a mouse."
Each result can display the following badges:
Badge | Meaning |
Policy compliant | Similar purchases have historically been approved for your team. |
Preferred vendor | The vendor is marked as preferred in your company's vendor list. |
Budget signal | Indicates whether the purchase fits the current budget. The budget signal is visible to budget owners only. |
Step 5 — How do I review and submit the pre-filled form?
Guided Intake hands off to the standard order request form with the fields pre-filled: item, vendor, quantity, price, Account Code, description, and needed-by date. Review the form, edit any field, and submit through the normal flow. Approval routing and Purchase Order creation are unchanged.
What does Guided Intake not support?
Not supported | Detail |
Recurring or blanket orders | Guided Intake supports one-time order requests only. |
Multiple departments or locations in one request | Each request covers one department and one location, matching the order request form. Ordering for two locations requires two requests. |
Amazon Business and PunchOut catalogs | Guided Intake searches the internal catalog and your order history, and supports manual entry. Guided Intake does not search PunchOut catalogs. |
Custom-field prefill | Guided Intake pre-fills standard fields only. Complete custom fields manually on the order request form. |
Mobile app | Guided Intake is available on desktop web only. |
Learned preferences | Suggestions come from direct lookups of your actual order history, not from a learned preference model. |
Frequently Asked Questions
Frequently Asked Questions
Keywords: Guided Intake, order request, conversational intake, Global Command bar, pre-filled form, internal catalog, order history, preferred vendor, Account Code, policy compliant, budget signal, budget owner, approval workflow, Purchase Order, spend policy, Other vendor, desktop web, PunchOut, Amazon Business, blanket order, custom fields