Large Kuwaiti IT systems integrator · Digital platforms
A governed procurement platform replaces pricing by email and judgement, built in 20 days.
- 20 daysfrom first commit to a working procurement desk
- 1,012commits
- 7default roles, from sales rep to general manager
- 4procurement reports with Excel export
Before
Salespeople asked procurement for prices directly. Procurement emailed the distributors it knew, margin was set by judgement, and approvals happened in conversation.
Quote history lived in individual mailboxes and left when the person did. Turnaround couldn't be measured, distributors couldn't be compared, lost deals taught nothing, and margin decisions couldn't be audited.
What we built
- Sourcing workspace
- Suggested distributors, generated RFQ text, and chases, replies and prices recorded in one place.
- AI-assisted reply capture
- A pasted distributor email or spreadsheet is pre-filled into price lines with a confidence score per field. Nothing is saved until a coordinator confirms.
- Margin-checked release
- Pricing can't be released to sales until every quoted line has a recommended margin and sell price.
- Shared-mailbox intake
- A Microsoft 365 inbox is synced every 15 minutes, and a person turns each message into a request or a reply.
- Reports and audit
- Price comparison, turnaround, distributor responsiveness and price position, with Excel export, and an audit record for every change.
Where AI works in the solution
reading distributor quotes
From a pasted reply to checked price lines
Coordinators paste a distributor's reply, from an email or a spreadsheet. Claude reads it into structured quote lines against a fixed schema, with a confidence label on every field. If the AI doesn't answer in time, a rule-based reader takes over, and nothing is saved until a person confirms.
Integration
Built around the shared mailbox the team already used
- existing systemDistributorsRFQs and replies by email
- existing systemMicrosoft 365 mailboxthe team's shared inbox
- we builtProcurement platformsourcing, release, reports, audit
- AI modelAnthropic Claudereply text to quote lines
| System | Direction | Method | What flows |
|---|---|---|---|
| Microsoft 365 · Exchange Online | both | Microsoft Graph · webhook and 15-minute sync | Incoming requests and distributor replies; RFQs and notifications sent from the shared mailbox |
| Anthropic Claude | out | SDK | Pasted reply text in, structured quote lines out |
| Identity | both | SDK · webhook | Sign-in, multi-factor authentication and user lifecycle |
| Microsoft Excel | out | File export | Priced sheets and procurement reports |
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