Technical Functional Specification

Compri is a procurement platform that automates purchasing processes through AI agents: it manages orders, qualifies suppliers, monitors order confirmations and handles technical documentation. It integrates with existing ERP systems and supports the purchasing team without replacing its processes.

In addition to the quoted core modules, the platform includes a base visibility package that is automatically activated once the data integration is completed.

Analytics

Procurement dashboard with KPIs on ordered, delivered, invoiced, commodity categories. Filters by period, supplier, buyer. AI integration to query data in natural language.

Price Intelligence

Price trend analysis by item and supplier over time, comparison with market indices, anomaly and outlier detection.

Vendor Management

Unified supplier profile with operational status, historical trends, contacts, documents. Centralized view of all active suppliers with service KPIs.

Vendor Rating

Supplier scoring on punctuality, completeness, non-conformities, payments. Customizable scales and buffers per category.

Procurement AI Assistant

Conversational interface to query procurement data: order status, supplier performance, spending trends, volume concentration.

Documents

Centralized document repository linked to all processes (orders, onboarding, compliance). Traceability and versioning.

Order Management

The platform monitors all open orders with AI, generates reminders, interprets supplier responses and updates dates on the ERP. The buyer intervenes only to validate the proposed changes.

RFQ / Tender Management

Tender management with automatic sending, bid collection and AI multi-supplier comparison.

Intake Management / Purchase Request

Single entry point for purchase requests with configurable approval workflow.

Onboarding & Compliance

Digital supplier qualification, continuous monitoring of document expiry dates, survey campaign sending to suppliers.

Insights

AI scanning of documents, orders, expenses to identify saving opportunities and anomalies.

Contracts

Supplier contract archive with AI analysis of clauses, deadlines, sentiment.

Supplier Scouting

Search for new suppliers from proprietary database with filters for geolocation and certifications.

2.1 Analytics

• Ordered vs Delivered Dashboard with analysis of ordered and delivered quantities, including delay KPIs, progress and variations by category, buyer and supplier
• Display of economic and quantitative volumes by category, commodity, buyer and supplier, with drill-down to individual orders or documents
• Customizable time filters (date ranges, monthly, quarterly, annual) applicable to all analytical views
• Synthetic supplier performance indicators (punctuality, deviations, non-conformities, disputes)
• Data export in Excel, CSV and PDF format for offline reporting
• Integration with AI Assistant for generating descriptive insights, trend summaries and natural language queries

2.2 Price Intelligence

• Price trend analysis by commodity on ordered and invoiced data
• Drill-down on individual item or supplier with price and volume trends
• Reporting of inconsistent data (out-of-range values) with correction option
• Synthetic price trend index calculation per category or commodity
• Categories Module: for each commodity category, ordered/received/invoiced spend, ABC classification, PPV, line count and supplier count. Searchable, filterable, exportable with customizable columns
• Integration of commodity indices for comparison of purchase prices with market benchmarks
• Supplier financial risk analysis via Dun & Bradstreet data: credit rating, PAYDEX score (payment punctuality), insolvency risk, corporate group structure

2.3 Vendor Management & Vendor Rating

• Supplier register with centralized master data and record deduplication
• Supplier map with geographic visualization and area filter
• Supplier profile with legal data, contacts, categories, documents and certifications
• Aggregate KPIs per supplier: total spend, delivery punctuality, non-conformities, disputes
• Vendor Rating based on customizable criteria and configurable weights (internal KPIs, external evaluations, documents)
• Historical analysis and performance trends over selectable time periods
• Access to AI actions for performance summaries, rating drop alerts, corrective suggestions
• Notes on each supplier with event log, changes, notes organized by AI that reads notes and extracts any alerts
• Create new supplier directly from Compri (name, VAT number, address, currency, categories, payment terms) without going through the ERP
• Supplier qualification status (qualified/not qualified): visible on list and profile, automatically updated upon onboarding completion
• Supplier contact management in the dedicated profile: add, edit, delete
• Compliance status indication on supplier list with document status to verify if any certifications have expired
• Ability to send alerts to suppliers in case of expiring certifications

2.4 Procurement AI Assistant

• Query procurement data in natural language (questions on orders, suppliers, prices)
• Generate insights and descriptive summaries on performance, price variations, anomalies
• Support for negotiation preparation (supplier history brief, offer comparison)
• Execute operational tasks (supplier search, email drafting, document comparison)
• Explainability of responses through links to original data and metrics
• Context-awareness: the assistant knows the page and entity the user is on (supplier, order, item, insight) and responds precisely without manual explanations
• Analysis of documents uploaded to the platform
• Interactive charts in chat: automatic chart generation (bar, line, pie, scatter) with drill-down by clicking on elements
• Access to analyzed email history and order confirmations: search confirmations, verify order status, supplier summary in natural language
• Direct actions from chat: task creation and update, email composition and sending with preview UI and confirmation before sending
• Insight editing from chat: the assistant re-verifies the data, shows the updated calculation and modifies the insight only after explicit user confirmation
• Multilingual support: responses in the user's language across all actions including suggested action buttons

2.5 Documents

• List of all documents used in Compri
• Document retrieval on demand without the need to re-upload from the local computer
• Document categorization by type
• Management of document expiry dates with related alerts and supplier reminders
• Documents collected via onboarding or compliance surveys automatically saved to the supplier master data with categorization and homepage task generation
• Advanced OCR: accurate extraction from multi-page PDFs, including footer delivery notes correctly applied to all order lines

3.1 Order Management

• Order Dashboard: tabular view with filters by buyer, supplier, status, deadline. Visual indicators for critical or delayed orders. Each order line shows confirmation status (pending, received, deviation)
• Intelligent order confirmation reading (AI): AI reads supplier confirmation emails (PDF, Excel, free text), extracts delivery dates, quantities, prices and automatically links them to the corresponding order line. If the confirmation differs from the order, the system flags the delta and proposes an action
• Confirmation compliance rules (co-design): Compri verifies that the confirmation contains the minimum required information. If partial or informal, the buyer must intervene. If complete, the order can move to confirmed with simplified validation
• Human validation: the buyer accepts, rejects or counter-proposes the suggested change before it is written to the ERP. No automatic changes without explicit approval
• Automatic AI follow-up: bulk selection of order lines and generation of personalized emails per supplier. Not static templates but AI-generated emails based on context (delay, urgency, history). Scheduling with progressive escalation
• Multi-level follow-up: configuration of reminder rules by order type, supplier and criticality
• Email from platform: communications originate from Compri with precise references to the order. The supplier replies to the same email and the AI intercepts it
• Email interaction without platform: the buyer can reply directly to supplier emails without opening Compri. The system reads the email thread and updates the action page accordingly
• Offline management: the buyer can bypass the email flow if already agreed with the supplier (phone, WhatsApp, supplier on site)
• Communication history: every exchange with the supplier is linked to the order line. Complete traceability of who wrote what and when
• ERP read synchronization: orders, lines, dates, quantities, supplier master data synchronized from the ERP. Configurable periodic updates
• ERP write synchronization: automatic update of confirmed delivery dates on the ERP after buyer confirmation. Compri is the operational master
• Real-time KPIs: average delay days, OTD (On-Time Delivery), OTIF (On-Time In-Full), reliability by supplier and category. Historical trends
• Partial and split confirmation management: if the supplier confirms only part of the quantity or proposes split deliveries, the system manages separate lines with distinct dates and quantities
• Order versioning: every change involving price or quantity generates a new order version (V1, V2, V3...). Date-only changes do not generate a new version
• Critical order alerts: configurable notifications for delayed orders, confirmations missing for more than N days, price deviations above threshold

3.2 RFQ / Tender Management

• Creation of requests for quotation (RFQ) with economic and technical parameters
• Single or bulk item upload, coded and uncoded, to include in the tender
• Supplier invitation with AI suggestion
• Request sending and response collection with centralization in the system
• Comparative offer evaluation with objective criteria
• Addition of uncoded items (name + description) during RFQ creation, without the item needing to be present in the system

3.3 Intake Management / Purchase Requests

• Creation and management of purchase requests with support for products and services, with customizable fields
• Guided AI assistance for correct request compilation
• Management of configurable approval workflows with differentiated logic
• Real-time monitoring of the iterative request status (pending, approved, rejected, integration requested), with tracking of steps and responsible parties
• Activity log and request revision history, including changes, internal comments and attachments
• Approver notes during approval or rejection, visible in the request card and notification emails
• Sequential approval emails: each level is notified only after the previous one confirms

3.4 Onboarding

• Digital onboarding: the supplier receives a link, fills in the questionnaire and uploads documents without registering on the platform
• Configurable flows per category: distinct flows for direct, indirect, critical suppliers with differentiated sections and mandatory fields
• Reviewer per section: different responsible parties per area (Quality, Environment, Finance) with Accept / With Reserve / Decline workflow
• Score and validity: scoring per area, overall check and onboarding expiry date
• Summary PDF output: downloadable document with answers, evaluations and approval log
• AI document scanning: automatic validity verification of uploaded documents (e.g. expired ISO certificate). Accept/reject suggestions
• Reserved documents (INT): internal area for audit reports and notes not shared with the supplier
• Category editing during active onboarding with automatic questionnaire update
• Default document preloading: recurring documents pre-loaded by default for each new onboarding (e.g. company registry, DURC, ISO)
• Configurable default reviewers per section
• Automatic link to supplier register on completion: the system links the onboarding to the supplier master data via VAT number, marks as qualified and offers to create it if not found

3.4 Compliance

• Compliance dashboard: status of all suppliers with Valid / Expiring / Expired tags. Filters by category, document type, buyer
• Custom compliance flows (co-design): questionnaires for quality certifications (ISO 9001, ISO 14001, IATF 16949), DURC, DUVRI, ESG, material certificates
• Bulk request sending: multiple supplier selection and simultaneous sending with link to shared space
• Pre-expiry warning: configurable automatic alerts — 90, 60, 30, 15, 7 days before expiry. Notifications to the responsible buyer and the supplier
• Automatic AI follow-up: AI-generated and personalized reminder emails for missing or expired documentation. Progressively more urgent tone
• Contract deadlines: monitoring with pre-renewal warnings to avoid uncontrolled automatic renewals
• Integrated Vendor Rating: compliance with document deadlines automatically feeds the vendor rating
• AI document verification: automatic validity check (e.g. expired DURC, ISO with past date) with accept/reject suggestion
• Email collection: the supplier can reply to the notification email attaching documents. AI automatically classifies them and updates compliance status
• Configurable compliance scoring per flow, with report that can be generated and sent by email
• One-click compliance reminder: send document update request for expired or missing documents from the compliance list

3.5 Insights

• AI-identified opportunities continuously scanning spend data and documents
• AI suggestions based on best practices or specific engagement rules defined by clients
• Centralization and monitoring of saving initiatives with end-to-end tracking
• Centralized reporting
• Collaborative notes to facilitate communication between buyers
• AI News Agent: automatic weekly collection of relevant news for the client, personalized by market and sector, visible as tasks on the Home Page

3.6 Contracts

• Smart board for viewing and filtering contracts by operational status
• Contract history with immediate access to all past documents for each supplier
• Ability to plan specific contract actions (e.g. new document upload, reminders)
• AI content analysis of key clauses, proposed improvements or protective points
• Automatic generation of summaries highlighting expiry dates, notice periods (e.g. 60 days for termination) and estimated costs

3.7 Supplier Scouting

• Fast and efficient identification and scouting of suppliers for new cooperation opportunities, overcoming the limits of the existing supplier base
• AI support: users can enter queries in natural language to describe exactly what they need
• Compri queries a proprietary database continuously enriched through corporate website scraping and integration of new market sources
• Advanced search result filters (geographic area, certifications, technical capabilities)