Purchasing
Purchasing on autopilot, from raw materials to MRO
From material request to booked bill, Quiet AI drafts POs, codes invoices, and prepares payments for everything you buy. You just approve.
purchasing@yourcompany.comAttached is our quote for mounting brackets. Pricing valid 30 days. Lead time 7 business days from PO.
Quote detected. Quiet AI is on it
A vendor quote lands in your purchasing inbox.
How it works
Zero-touch until you're needed. Full control, always.
Message arrives
A material request from the shop floor in Slack, an inbound supplier invoice, a pricing inquiry, a W-9. Anything that touches your purchasing workflow.
Quiet AI handles it
Reads the message, figures out what it is, and takes the next step: drafting a PO, coding an invoice, responding to a supplier, requesting approval, or flagging something that needs your attention.
You stay in control
Most workflows run start to finish without you. When there's a payment to approve, a PO to sign off on, or an exception that needs judgment, the AI brings it to you. You can step in and course-correct at any point, but you only have to when it matters.
Message arrives
A material request from the shop floor in Slack, an inbound supplier invoice, a pricing inquiry, a W-9. Anything that touches your purchasing workflow.
Quiet AI handles it
Reads the message, figures out what it is, and takes the next step: drafting a PO, coding an invoice, responding to a supplier, requesting approval, or flagging something that needs your attention.
You stay in control
Most workflows run start to finish without you. When there's a payment to approve, a PO to sign off on, or an exception that needs judgment, the AI brings it to you. You can step in and course-correct at any point, but you only have to when it matters.
Want to see this on your own purchases?
Live in < 1 hour. Or start in Observation Mode to see what Quiet AI would do.
Plugs into the tools you already use
Quiet AI sits between your inbox, your bank, and your ERP so your existing workflows don't change, they just get faster.
Most financial institutions supported
Purchasing / AP Mailboxes
Where supplier quotes, POs, and invoices land
- Existing inbox: Hooks up to purchasing@yourcompany.com or wherever suppliers send quotes and invoices today
- Full visibility: Sees quotes, purchase orders, invoices, payment inquiries, W-9s, and everything else your suppliers and team send
- No change for suppliers: No new portals for them, no manual file uploading for you
- Gmail and Outlook: Both fully supported
Your data, locked down
Encrypted end-to-end
AES-256 at rest, HTTPS-only in transit, with full HSTS and security headers
Your data stays yours
Commercial API terms mean your data is never used for model training
Isolated by design
Every query is scoped to your organization. No cross-tenant data access, ever
Full audit trail
Every action is logged: who did what, when, and what changed
Set up once. Automate forever.
No implementation fees. No long-term contracts. No IT involvement. No supplier disruption.
Sign into your purchasing mailbox
All you need is your email login, like purchasing@company.com. Sign in, grant Quiet AI access, and you're connected. No forwarding rules, no migration, no IT involvement.
Connect your accounting system
Link QuickBooks, NetSuite, Sage, or whatever you use. Suppliers, GL codes, and payment records stay in sync automatically.
Connect your bank account
Link the account you pay suppliers from. Quiet AI prepares payments for you. Nothing moves until you approve it.
Set your approval rules
Decide who can approve what: by amount, supplier, department, or however your team works.
You're live
Quiet AI starts organizing supplier emails, capturing invoices, coding line items, and drafting responses. Immediately.
Zero disruption for your suppliers.
- ✓They keep emailing the same address they always have
- ✓Replies come from your inbox, in your name
- ✓No portal, no login, no change to their workflow
Try it in read-only mode first.
Quiet AI can run in observation mode: reading your inbox and organizing quotes, POs, and invoices without sending emails, making payments, or touching your ERP. See exactly what it would do, with zero risk. Turn on automation when you're ready.
Hard guardrails. Full paper trail.
Quiet AI processes invoices and drafts communications. But the AI operates inside hard boundaries. Not guidelines, not best-effort policies, but structural rules it cannot override.
Data access is scoped, not trusted
The AI can only access data relevant to the recipient it's drafting for. A supplier asking about their invoice simply cannot surface another supplier's terms, your internal notes, or your banking details.
Traceable, not hallucinated
Every figure, date, and line item Quiet AI produces is tied to a source document in your system. If it doesn't have the answer, it says so. It never makes something up.
Everything is auditable
Every action has a paper trail. Who approved what, what the AI drafted, what changed, and when. If a question comes up six months from now, the answer is already logged.
What's included in this module
- Everything in AP Only
- Invoices processed, coded, 3-way-matched, and paid
Per-invoice overage fee beyond included volume
- Unlimited POs and Receipts
Includes 3-way matching and sync to ERP
- Order tracking
Track orders from placement through delivery
- Slack integration for PO creation
Create purchase orders directly from Slack
- Automated 1099 generation
Full creation, not just the data dump
- Cash management
Real-time cash position, payment scheduling, and forecasting