Procure AI

Every time a construction project needs a material say, rebar someone spends days manually finding vendors, emailing RFQs one by one, and chasing quotes that come back as PDFs, photos, even phone call

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ProcureAI An Autonomous AI Procurement Agent for Construction Sourcing Chosen Track Track 3 – Procurement Team Members Name College Affiliation Harsh Itauriya IIT Roorkee Saksham IIT Roorkee Rishi Shah IIT Roorkee

  1. Problem Statement Construction procurement teams spend a significant amount of time manually sourcing vendors, preparing Request for Quotations (RFQs), sending emails, collecting supplier responses, and comparing quotations. The current procurement workflow is highly repetitive and inefficient: • Searching for suppliers manually • Preparing RFQs for each material category • Sending emails and following up with vendors • Waiting for responses and quotations • Comparing multiple quotations manually • Negotiating costs and finalizing suppliers This process often takes days or even weeks, resulting in: • Delayed procurement cycles • Increased material costs • Limited vendor competition • Human errors and administrative overhead • Delays in construction timelines • Poor visibility into procurement decisions Since procurement is one of the largest cost centers in construction projects, even small inefficiencies can lead to significant financial losses and project delays.
  2. Proposed Solution We propose ProcureAI, an autonomous AI-powered procurement agent that automates and optimizes the entire sourcing workflow. Procurement teams simply provide: • Material requirements • Quantity required • Delivery location • Delivery timelines • Quality requirements ProcureAI then autonomously:
  3. Identifies qualified vendors.
  4. Generates professional RFQs.
  5. Sends RFQs to suppliers.
  6. Collects and structures incoming quotations.
  7. Compares suppliers based on pricing, delivery timelines, and reliability.
  8. Recommends the most suitable vendors.
  9. Suggests cost-saving opportunities by recommending alternative vendors, equivalent materials, or optimized multi-vendor purchasing strategies. The entire sourcing cycle that traditionally takes several days can be reduced to a matter of minutes.
  10. Key Features
  11. Intelligent Vendor Discovery Automatically identifies relevant suppliers based on: • Material category • Location • Delivery requirements • Vendor ratings • Historical performance
  12. Automated RFQ Generation Creates professional RFQs containing: • Material specifications • Quantities • Delivery requirements • Terms and conditions
  13. Communication Automation Automatically: • Sends RFQs • Tracks responses • Sends follow-up reminders

  14. Quote Collection & Structuring Collects and processes: • Email responses • PDF quotations • Excel sheets • Supplier documents and converts them into structured procurement data.

  15. AI-Powered Recommendation Engine Ranks vendors based on: • Price • Delivery timeline • Reliability • Quality score • Historical performance

  16. Cost Optimization & Alternative Material Recommendation Engine ProcureAI goes beyond vendor comparison and actively recommends smarter procurement strategies. The system can: • Recommend cheaper vendors. • Suggest splitting orders among multiple suppliers. • Recommend equivalent materials with similar specifications at lower costs. • Identify opportunities to reduce procurement costs without compromising quality. • Estimate savings from optimized procurement decisions. Example Current Plan • Vendor A – Cement: ₹5,00,000 • Vendor B – Steel: ₹8,00,000 AI Recommendation • Purchase cement from Vendor C (8% cheaper) • Purchase steel from Vendor D (5% cheaper) Optimized Cost: ₹11,95,000 Estimated Savings: ₹1,05,000

  17. Procurement Dashboard Provides: • Vendor comparison • Procurement tracking • Cost analysis • Savings insights • Procurement history

  18. Innovation Traditional procurement software only stores and manages procurement data. ProcureAI acts as an autonomous procurement assistant that actively performs sourcing tasks and recommends optimized purchasing strategies using AI agents. This transforms procurement from: Human-Driven Procurement to Autonomous AI-Assisted Procurement

  19. Expected Impact ProcureAI aims to: • Reduce sourcing time by 95%+ • Increase vendor competition • Lower procurement costs • Reduce manual administrative work • Improve procurement decision-making • Accelerate project execution timelines

  20. Future Scope • ERP Integration • SAP Integration • Supplier Risk Assessment • Predictive Material Pricing • Autonomous Purchase Order Generation • Voice-Based Procurement Assistant • AI-Powered Negotiation Agent • Dynamic Market Intelligence Dashboard

  21. Conclusion ProcureAI is an autonomous AI procurement platform that discovers vendors, drafts and sends RFQs, collects and analyzes quotations, and recommends the most cost-effective procurement strategy. By reducing sourcing time from days to minutes and enabling intelligent cost optimization, ProcureAI empowers construction companies to procure materials faster, cheaper, and smarter.

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