AI in procurement: Use cases, applications, technologies and solution

Picture a procurement landscape where decisions are guided by data-driven insights, negotiations are optimized through predictive analytics, and supplier relationships are fostered with personalized recommendations. This is the promising horizon that Artificial Intelligence (AI) is painting in the world of procurement. As organizations increasingly seek ways to enhance their operational prowess, AI emerges as a dynamic tool that holds the potential to transform traditional procurement approaches. From demand forecasting to spend analysis, AI’s algorithms are enabling procurement professionals to make informed decisions, cut costs, and drive value across the supply chain.

Although procurement has always been a vital function responsible for the sourcing of vital goods and services and the effective management of supply chains across organizations, it has traditionally been characterized by manual processes and human-driven decisions. Today, however, it is undergoing a seismic shift as AI is integrated into its core structure. Be it strategic sourcing, supplier selection, or contract management, AI is reshaping every aspect of procurement with its automation capabilities and data-driven insights.

A study conducted by MarketsandMarkets reveals a promising upward trajectory for AI in procurement, globally. The market size, valued at USD 1.2 billion in 2020, is projected to witness a significant surge, reaching a valuation of USD 4.5 billion by 2025. This growth trajectory represents an impressive Compound Annual Growth Rate (CAGR) of 30.1% during the forecast period.

Though AI’s influence has just started to surface in the procurement sector, technologies like predictive analytics, natural language processing, machine learning, and robotic process automation are playing a significant role in streamlining processes and enhancing risk management. Moreover, AI is transforming the procurement function from a transactional process to a strategic tool that can drive substantial cost savings, improve supplier relationship management, and unlock valuable business insights.

Read on as we explore the evolving role of AI in procurement. Experience how this technology is poised to shape the industry’s future and redefine procurement practices in the times to come.

• What is AI?
• AI in procurement: An overview
• AI technologies used in procurement
  • Machine learning
  • Robotic Process Automation (RPA)
  • Natural Language Processing (NLP)
• Why should procurement teams leverage AI?
• Benefits of AI in procurement
• Applications of AI in procurement
  • Spend analytics
  • Contract management
  • Automation of manual tasks
  • Invoice data extraction
  • Chatbots
  • Guided buying
  • Supplier selection, evaluation and risk management
  • Inventory management
  • Risk identification
• Use cases of AI in procurement across industries
  • Manufacturing
  • Healthcare
  • Retail & e-commerce
  • Technology & telecommunications
  • Finance & banking
  • Public sector
  • Energy & utilities
  • Agriculture
  • Hospitality & food services
• Streamlining procurement processes with generative AI
• How LeewayHertz’s generative AI platform transforms procurement operations
• LeewayHertz’s AI development services for procurement
• AI in procurement: Best practices

What is AI?

Artificial Intelligence, or AI, represents a branch of computer science dedicated to creating intelligent machines capable of performing tasks that normally require human intelligence. These functionalities encompass acquiring knowledge, logical reasoning, solving problems, interpreting language, and sensory perception.

AI techniques are the methodologies used to create these smart systems. The most popular ones include machine learning (ML), where algorithms learn from data and improve their accuracy over time without being programmed to do so. Then, there’s deep learning, a subset of ML, which mimics the functioning of the human brain to process data, creating patterns used for decision-making.

Natural language processing enables machines to understand and interact with human language, enhancing their ability to comprehend instructions and carry out tasks. Robotics, another technique, involves designing machines to automate tasks. Computer vision empowers machines to decipher and comprehend the realm of visual perception.

AI can be broadly classified into narrow (or weak) AI and general (or strong) AI. Narrow AI is designed to perform a specific task, like voice commands in Siri or Alexa, while general AI can perform any intellectual task that a human being can do.

In recent years, we’ve seen the emergence of more specific types of AI, such as Generative AI and Adaptive AI. Generative AI refers to systems capable of creating content, such as music, poetry, or images, that are novel and complex. It’s the type of AI behind the creation of deepfakes and the music composing AI.

Adaptive AI, on the other hand, is AI that can adjust its behavior based on the input or feedback it receives. This makes it incredibly useful in scenarios where the environment or the nature of the tasks is constantly changing.

AI’s potential and versatility are staggering, and as technology advances, we’re likely to see even more advanced types of AI emerge in the future. Each type, with its unique capabilities, is transforming various sectors significantly, pushing the boundaries of what we thought was possible.

AI in procurement: An overview

AI in procurement refers to using artificial intelligence technologies to automate, optimize, and enhance procurement processes. Procurement, a vital organizational function, involves sourcing and acquiring goods and services from suppliers. It includes processes like supplier selection, purchase requisition, purchase order processing, invoice processing, and supplier relationship management.

Consider AI a potent tool with boundless potential to adapt and enhance work practices across organizations of all sizes. It automates and refines time-consuming tasks, thus assisting procurement professionals by offering extensive insights based on vast and complex data sets. Indeed, AI is more than the hype – it is a game-changing tool transforming traditional work practices.

Despite its transformative potential, AI is not a magic wand to instantly solve procurement challenges. Present-day AI solutions in procurement necessitate expert guidance and oversight. They serve as tools to augment and enhance human expertise, not replace it. Thus, AI should be perceived as a powerful resource to drive efficiency and innovation in procurement, complementing and enhancing human capabilities in the procurement process.

AI technologies used in procurement

Machine learning

Machine Learning (ML), a crucial subset of artificial intelligence, operates on the principle of learning from data, adapting its algorithms based on patterns, and making data-driven predictions or decisions. In procurement, the application of machine learning mainly involves the extraction of insights from large volumes of procurement data and using these insights to enhance efficiency and decision-making processes.

Procurement data can include historical and real-time information on pricing, suppliers, purchase orders, invoices, delivery times, and more. This data is often complex and high-dimensional, involving many variables that can interact non-linearly. Machine learning models, such as regression models, decision trees, and neural networks, can be trained on this data to identify patterns and relationships between variables that might not be obvious to a human observer.

For example, a machine learning model might identify a relationship between a supplier’s location, delivery times, and the frequency of delayed deliveries. This could inform procurement strategies, such as selecting suppliers or negotiating delivery terms.

The machine learning model continues to learn and improve as it is exposed to more data over time. This involves a process known as training, where the model adjusts its internal parameters to minimize the difference between its predictions and the actual outcomes.

Moreover, with techniques like reinforcement learning, AI can learn the best action to take in a specific situation based on the concept of reward (positive outcome) or punishment (negative outcome). For instance, it can learn to negotiate better contracts based on previous successful or unsuccessful negotiation strategies.

Hence, machine learning in procurement is about training models to extract valuable insights from data, predict outcomes, and make intelligent decisions, improving the overall procurement process.

Robotic Process Automation (RPA)

Robotic Process Automation (RPA) in procurement is about leveraging software robots or “bots” to automate repetitive and rule-based tasks traditionally carried out by humans.

Technically, RPA works by interacting with the user interface of various software systems as a human user would. It can click on buttons, fill out forms, extract data from one system and input it into another, perform calculations, and more. Essentially, it automates a sequence of actions that constitute a specific task.

RPA bots can be programmed to follow set rules and procedures, making them ideal for well-defined, repetitive tasks based on a clear set of rules. For instance, they can automatically process purchase orders or invoices by extracting relevant data from these documents, inputting it into the organization’s procurement system, and forwarding it to the appropriate person for approval.

In more complex scenarios, RPA can be combined with other AI technologies like Optical Character Recognition (OCR) to read and extract data from scanned documents or Natural Language Processing (NLP) to understand and respond to emails.

Furthermore, RPA bots can operate 24/7, significantly boosting productivity. They also reduce the likelihood of errors that can occur with manual data entry, ensuring higher accuracy in the procurement process.

RPA doesn’t replace the existing IT systems; rather, it works on top of them, mimicking human actions to carry out tasks. This makes implementing it relatively easier and cost-effective, as it doesn’t require major system overhauls.

Natural Language Processing (NLP)

Natural Language Processing (NLP), a specialized field of artificial intelligence, is fundamentally reshaping procurement by enhancing how humans interact with computers. Its technical application in procurement is vast, encompassing a wide array of tasks that involve making sense of and generating human language meaningfully.

From the technical standpoint, NLP in procurement often involves tasks like text analysis, where procurement-related documents such as contracts, purchase orders, and supplier correspondence are examined. NLP algorithms break down the text into smaller parts like words or phrases, a process known as tokenization, and identify important elements through part-of-speech tagging and named entity recognition.

Sentiment analysis, another key NLP technique, comes into play in supplier evaluations, as it can interpret sentiment in supplier reviews or feedback, thus providing valuable insights for relationship management. In today’s global business environment, machine translation is also a critical application of NLP, enabling seamless translation of procurement documents or communications from one language to another.

Information extraction is a crucial use case of NLP in procurement. It can pull out specific details, such as contract terms or delivery dates, from unstructured text data, transforming it into structured data for analysis.

Chatbots and virtual assistants, integral to modern procurement, owe their functionality to NLP. They leverage NLP to understand and respond to inquiries from procurement professionals, suppliers, or other stakeholders. Moreover, NLP can automate the generation of procurement reports in natural language, making data interpretation easier for humans.

NLP’s underlying techniques largely rely on machine learning models trained on copious volumes of text data. Over time and with exposure to more data, these models continually learn and improve, leading to an increasingly precise understanding and generation of natural language. In summary, the technical application of NLP in procurement revolves around transforming unstructured text data into actionable insights, making procurement processes more data-driven, efficient, and informed.

Why should procurement teams leverage AI?

In the contemporary digital era, data stands as a pivotal asset for businesses, significantly influencing procurement functions. A comprehensive and accurate set of data empowers procurement teams to oversee spend management and regulate supplier and vendor relationships effectively. By leveraging a robust data-driven approach, procurement can maintain cost-effectiveness and detect and mitigate potential supplier or vendor performance risks.

Additionally, procurement teams frequently operate in an environment of resource scarcity, making informed purchasing decisions paramount for business success. Trustworthy data becomes the cornerstone for decision-making, enabling procurement to deliver high-quality goods and services at competitive prices. This approach caters to customer expectations and carves out a distinctive competitive edge in the industry.

Artificial Intelligence (AI) perfectly aligns with procurement in this context, as it can unearth insightful data for strategic decision-making. It is essential to note that many procurement professionals have already started reaping the benefits of AI integration.

Harnessing AI’s potential can transform procurement functions, driving efficiency, accuracy, and competitive advantage in an increasingly data-driven business landscape.

Benefits of AI in procurement

• Enhanced decision-making: AI is a game-changer when it comes to decision-making in procurement. AI can uncover meaningful patterns and insights from procurement data through predictive analytics and advanced data interpretation. This improves the quality of purchasing decisions and enables risk mitigation, strategic sourcing, and effective spend management.
• Unearthing new opportunities: AI’s ability to process and analyze vast datasets can identify latent opportunities that might go unnoticed by human analysis. This includes spotting market trends, finding cost-saving opportunities, or identifying underutilized suppliers.
• Streamlining business operations: AI has a substantial role in refining and accelerating procurement operations. AI aligns procurement strategies with overarching business objectives through process automation and intelligent analytics, promoting operational efficiency and synergy across the organization.
• Automation of manual tasks: AI, particularly through technologies such as Robotic Process Automation (RPA), excels at automating repetitive, rule-based tasks that traditionally consume substantial time and resources. Tasks like invoice processing, purchase order creation, or contract management can be automated, reducing human error and increasing process efficiency.
• Time efficiency: AI frees up the procurement team’s time by taking over repetitive tasks in the procurement cycle. This enables them to focus on strategic aspects of procurement like supplier relationship management, strategic sourcing, or procurement planning, thereby enhancing overall productivity.
• Identifying potential suppliers: AI can leverage extensive external data to identify new suppliers in the market. Machine learning algorithms can analyze supplier data based on various factors like cost, reliability, and delivery times, helping businesses find the most suitable suppliers for their needs.
• Improving supplier relationships: AI can enhance supplier relationships by promoting data-driven interactions. Predictive analytics can forecast supplier performance, and Natural Language Processing (NLP) can facilitate more effective communication. By providing suppliers with valuable insights, AI enables them to better align with your business needs, strengthening the supplier-business relationship.

Applications of AI in procurement

The use of AI in procurement or cognitive procurement leverages AI to transform procurement from a process-oriented function to a strategic, value-adding operation. It enhances decision-making, reduces operational inefficiencies, manages risks, and ultimately drives procurement’s value contribution to the organization. It is a significant shift from traditional procurement, transforming it from transactional to strategic. AI is used in cognitive procurement in several ways:

Spend analytics

Spend analysis, the cornerstone of effective sourcing and spend management strategies, often poses challenges for procurement professionals. The shift from a reactive to a proactive approach in identifying cost-saving opportunities is where AI and ML significantly contribute. ML algorithms help by systematically organizing spending data, providing a clear insight into the company’s expenditure with up to 97% accuracy.

ML primarily addresses challenges in spend classification, part of spend analytics, which involves the gathering, cleaning, classifying, enriching, and analysis of spending data. The need for precise data classification grows with the increasing amount of data from diverse sources like ERPs or finance-related software, creating a need for AI to automate this process.

Most software solutions utilize supervised machine learning for automatic categorization of new spending data into procurement taxonomies, with AI classifiers suggesting categories and providing confidence levels for each. This allows human experts to review and validate AI-classified data, improving future classifications. This approach enhances spend analysis cycle times, allowing procurement organizations to rely on near real-time data updates.

Contract management

Contract management, a crucial part of procurement, often involves complex legal interactions that can lead to significant business value loss if handled inefficiently. However, with advancements in Natural Language Processing (NLP) and Artificial Intelligence (AI), contract management has seen a substantial shift towards automation and precision.

NLP and AI facilitate the automatic management of contract details, deadlines, and compliance monitoring, reducing the dependence on human intervention. By using text parsing, AI-enabled contract management software can efficiently scan and extract critical information from a vast array of contracts. Moreover, Optical Character Recognition (OCR) helps digitalize and interpret text from previously non-digitized documents.

For successful implementation, organizations need to first digitize all contracts, allowing OCR and NLP to analyze and process the information. The use of AI in Contract Lifecycle Management (CLM) tools improves efficiency by standardizing templates, automating initial drafts, managing negotiation workflows, and identifying risky contract language. This approach enables organizations to have a comprehensive audit trail, including necessary escalations and approvals, ultimately streamlining the contract management process.

Automation of manual tasks

Procurement processes often involve a wide range of time-consuming tasks that can be streamlined using Artificial Intelligence. These tasks include manual procedures like invoice processing, which involves receiving, verifying, and making payments. The procure-to-pay (P2P) process is another area where AI can bring significant efficiency. On average, it takes nearly a month to process this operation manually.

When organizations haven’t adopted comprehensive source-to-pay systems, compliance can become a labor-intensive, manual process. Even in organizations that have adopted such systems, a significant number of suppliers aren’t fully integrated into the system. In these scenarios, AI can help structure the contract, invoice, and Purchase Order (PO) data to pinpoint and highlight instances of non-compliance.

Technically, these AI tools leverage techniques like Natural Language Processing (NLP), Machine Learning (ML), and Optical Character Recognition (OCR) to automate tasks. For instance, they can automatically compare payment terms, identify rate discrepancies between a contract and an invoice, or detect duplicate invoices.

While AI provides transformative opportunities, it’s worth noting that many current market solutions are still evolving and have not fully matured into fully-fledged products. Therefore, the advantages of these solutions are typically more significant when applied to specific business challenges. For example, AI can be used to audit expense receipts to comply with company policies or check service provider invoices against contracts. This tailored application allows for more focused problem-solving and optimized benefits.

Invoice data extraction

Artificial Intelligence (AI) has predominantly established its presence in accounts payable teams through invoice data extraction. These systems usually comprise an AI-powered data extractor for automated extraction, a document manager to control the workflow, and a verification interface for operator-based data capture. This technology can be a valuable solution for organizations that lack source-to-pay systems or e-invoicing, and it’s typically quick to implement.

The technology typically integrates into existing systems or can be accessed by simply emailing an invoice as an attachment. The data extraction process, which usually takes 30 to 60 seconds, leverages a combination of computer vision and Natural Language Processing (NLP) to extract relevant fields from invoices. Different providers offer varying functionalities, but the essence of the technology remains the same.

An interesting application of NLP in this context is the use of word embeddings in invoice descriptions. While AI software and algorithms excel at interpreting numerical data, human language can pose a challenge. Word embedding, a form of NLP, maps words and phrases in vocabulary based on their similarities and relations to other words. This technique can be highly valuable for procurement, particularly when analyzing text fields in purchase orders. It allows for identifying groups of purchased items that fall under a similar category or sub-category, thereby enhancing invoice data extraction’s overall efficiency and accuracy.

Chatbots

Chatbots, also known as procurement assistants, are text-based systems that initiate dialogue with users visiting your website. They are designed to answer queries, gather as much information as possible about the issue at hand, and guide users in the right direction.

Chatbots can understand and adapt to human language, both spoken and written. They employ a combination of Natural Language Processing (NLP), video, audio, and image processing to engage with humans. Their primary objective is to streamline communication between humans and computers, striving to personalize the interaction. They are programmed to learn from and recognize specific patterns, which helps them handle more complex tasks and enhance their interaction capabilities.

For this interaction to be effective, chatbots must thoroughly comprehend human language’s meaning and context. This understanding is facilitated by semantic analysis, where the AI interprets and analyzes the context within the surrounding text or words. The AI examines the structure of the text and seeks to accurately understand the meaning of words that might have multiple definitions.

Chatbots can perform numerous tasks when integrated with a company’s procurement systems. They can assist and support employees, suppliers, and customers by processing information like stock availability, contact details, stock prices, or supplier status. Available 24/7, they can handle all queries received, ensuring no crucial information like order status or shipment queries are missed.

While chatbots have significantly advanced, it’s important to note that they are not yet at a point where they can fully replace human interaction.

Natural Language Generation (NLG) takes the capabilities of chatbots a step further. Prominent in chatbots and personal assistants, NLG interprets human input and responds in a written narrative. While voice-based assistants like Siri or Alexa are common in consumer applications, the use of NLG in procurement is currently limited to pre-configured chatbots or virtual assistants that automate very specific tasks.

Guided buying

Guided buying is a procurement approach that empowers employees to make small-scale purchases independently while adhering to the company’s budget and objectives. In this process, employees can make pre-approved purchases through a customized portal without needing intervention from the procurement team, thereby streamlining the transaction cycle and minimizing unnecessary spending.

This method creates a self-service purchasing environment where all options are verified and priced appropriately, thus ensuring that all transactions align with the company’s procurement policies. Guided buying also provides procurement departments with enhanced tools to manage the purchasing process more effectively.

Compared to traditional procurement, guided buying increases efficiency, boosts employee morale, expedites procurement, and enables smarter buying decisions. It also integrates seamlessly with other business tools, creating a connected software environment. However, it is primarily designed for routine purchases. Any unique or one-time purchases must go through a traditional procurement process.

AI’s role in enhancing guided buying is significant. Machine learning algorithms suggest new goods and services based on past transactions and current needs, aiding strategic buying decisions. AI also helps detect non-compliance in purchasing activities, allowing management to curb fraudulent spending. AI-powered guided buying platforms can suggest the best options to employees, negotiate better deals with preferred suppliers, and collect and analyze past business data to provide actionable insights. AI revolutionizes procurement by directing employees to the correct procurement channels, ensuring overall efficiency and compliance.

Supplier selection, evaluation and risk management

AI has a powerful role in supplier risk management within procurement. It swiftly and accurately detects any sudden shifts concerning a vendor or supplier, assessing whether these changes amplify or mitigate risk. Where traditional methods were largely reactive, AI’s proactive capabilities allowed it to identify high-risk suppliers effectively. This aids in avoiding the complications that could arise from persisting relationships with these vendors, making AI an indispensable component of contemporary e-sourcing strategies.

In the supplier selection and evaluation process, AI aids procurement professionals by scrutinizing data like financial stability, reputation, and performance of potential suppliers. This facilitates the identification of high-quality suppliers and mitigates the risk of supplier failures.

The role of AI extends to capturing supplier or market data as well. Employing techniques such as Natural Language Processing (NLP), AI can extract and analyze data from suppliers or specific markets. This could involve monitoring social media channels to gather insights into suppliers’ risk positions or improving predictions regarding price trends, maintenance requirements, and stock market forecasts.

AI can also be harnessed to exploit new data sources. These “external” data sources can encompass market indices, company credit ratings, and public information about suppliers. AI-driven methodologies can sift through vast amounts of external data, identifying opportunities and providing benchmarks and recommendations to enhance performance.

For instance, consider benchmarking your performance against others. If you primarily rely on internal data and static historical datasets for benchmarking, you might get a reasonably accurate picture but could potentially miss some critical observations. Incorporating external data, such as market reports and stock prices, introduces new insight. The AI-powered analysis of this combined data provides a more holistic and insightful perspective, enabling more informed decision-making in supplier selection and evaluation processes.

Inventory management

Artificial Intelligence (AI) has significant potential to revolutionize inventory management within the procurement process. By analyzing historical sales data, AI can predict future product demand, enabling businesses to optimize their inventory levels and avoid overstocking or understocking. AI can also be programmed to automatically reorder goods when inventory levels drop below a specific threshold, ensuring popular items remain in stock and sales opportunities aren’t lost.

In terms of supplier relationships, AI can analyze various factors including price, delivery time, and reliability, to facilitate the selection of the most suitable suppliers. This contributes to procurement efficiency and consistent inventory maintenance. Additionally, AI is capable of detecting abnormal patterns in inventory data, potentially identifying issues such as theft or wastage. Combining AI with Internet of Things (IoT) technology allows businesses to monitor their inventory in real-time, providing accurate, up-to-date data. As such, AI in inventory management can improve efficiency, reduce costs, and enhance customer satisfaction by ensuring products are readily available when required.

Furthermore, AI tools integrated with RFID (Radio Frequency Identification) or IoT (Internet of Things) can automate inventory counting and update systems instantaneously, reducing the chances of human error and making stock audits more efficient.

AI’s inclusion in inventory management can transform traditional practices into more predictive, efficient, and cost-effective systems. Its ability to learn from data, predict future trends, and provide real-time insights makes it an invaluable tool in modern inventory management strategies within procurement.

Risk identification

Risk management in procurement is crucial, and any lapse in supplier fulfillment, default, breach, or other interruptions can have severe repercussions. AI-enhanced analytics can play a pivotal role in managing these risks, providing real-time monitoring of supplier data to enable early detection of issues such as:

• Pricing irregularities
• Suspicious expenditure
• Usage anomalies
• Possible fraud
• Contract discrepancies

While sourcing teams traditionally perform these types of analyses, the process is often time-consuming and is generally conducted on an as-needed basis. However, AI can transform this process significantly.

AI can automate these analytical reports, making them both more efficient and precise. AI-powered applications can actively send alerts when they detect risk reduction opportunities. These AI-enabled analytical procedures operate around the clock, empowering executives to spot and address potential business risks before they escalate into significant problems.

Additional risk mitigation advantages include:

• The effortless identification of suppliers with non-contractual spending.
• Preventing undesirable automatic contract renewals.
• Keeping abreast of approaching expiry or renewal dates.

By harnessing the power of AI, procurement teams can mitigate risk more effectively and ensure smooth operations.

Use cases of AI in procurement across industries

Manufacturing

• Spend analytics enhancement: AI analyzes spending data to identify patterns, uncover cost-saving opportunities, and optimize inventory levels. This is particularly crucial for managing the procurement of raw materials and components, ensuring that resources are utilized efficiently and production schedules are met without delays.
• Contract management: AI streamlines the management of complex, often global, supplier contracts. It ensures compliance with industry standards, automatically tracks contract lifecycles, and manages renewals or renegotiations as needed, reducing the administrative burden and potential for human error.
• Supplier selection, evaluation, and risk management: AI evaluates potential suppliers on various criteria, including financial stability, quality assurance, and delivery reliability. It also continuously monitors existing suppliers for risk factors, ensuring a resilient supply chain.
• Inventory management: AI predicts product demand and automates inventory management, including reorder processes. This helps in maintaining the right stock levels, reducing the costs associated with overstocking or stockouts, and ensuring that production lines operate smoothly.

Healthcare

• Spend analytics enhancement: In healthcare, AI helps in making procurement decisions by analyzing spending on medical supplies and equipment. It ensures that procurement strategies are cost-effective and compliant with healthcare regulations, crucial for maintaining the quality of care and operational efficiency.
• Inventory management: AI predicts the need for medical supplies and equipment. It ensures optimal inventory levels, preventing shortages of critical items, and enabling healthcare providers to respond effectively to patient needs.

Retail & e-commerce

• Automation of manual procurement tasks: AI automates routine procurement tasks such as invoice processing and compliance monitoring. This frees up time for businesses to focus on strategic decision-making, customer service, and other value-added activities.
• AI-enhanced guided buying: AI simplifies routine purchases, guiding employees through pre-approved buying processes and ensuring that purchases adhere to company policies. This helps in controlling spending and streamlining procurement operations.
• Chatbots: AI-powered chatbots provide immediate assistance, handling queries about stock availability, product details, or order status. They enhance customer service by providing quick, accurate responses, improving the overall customer experience.

Technology & telecommunications

• Contract management: AI manages complex contracts efficiently, ensuring compliance with industry standards, timely renewals, and efficient negotiation processes. It enables telecommunications companies to manage their myriad supplier agreements and service contracts effectively.
• Inventory management: In the rapidly evolving tech industry, AI ensures that inventory levels for technological components are optimized, preventing delays in production or service delivery. It helps in maintaining a balance between supply and demand, ensuring that resources are utilized efficiently.

Finance & banking

• Invoice data extraction: AI automates the extraction of data from invoices, enhancing the accuracy of financial records and ensuring timely processing of payments. This is crucial for maintaining operational efficiency and financial integrity in the banking sector.
• AI in risk identification and management: AI monitors transactions and supplier data in real-time, identifying potential risks such as pricing irregularities or suspicious activities. This helps in maintaining the security and integrity of financial operations.

Public sector

• Automation of manual procurement tasks: AI streamlines procurement processes in government agencies, ensuring transparency and reducing the time spent on manual tasks. This leads to more efficient operations and better utilization of public resources.
• AI-enhanced guided buying: AI automates the procurement of standard goods and services in the public sector. It ensures that all transactions are compliant with regulations and procurement policies, enhancing transparency and accountability.

Energy & utilities

• Contract management: AI ensures accurate and efficient management of contracts related to large-scale projects in the energy sector. It manages the complexities of contract details, deadlines, and compliance, reducing the risk of value loss.
• Supplier selection, evaluation, and risk management: AI assesses supplier risk, especially for critical infrastructure projects. It ensures a stable supply chain and compliance with industry standards, crucial for maintaining uninterrupted operations in the energy sector.

Agriculture

• Chatbots: AI-powered chatbots provide farmers with timely information about stock availability, market prices, and supplier status. They assist in making informed procurement decisions, improving the efficiency of agricultural operations.

Hospitality & food services

• Invoice data extraction: AI automates the extraction of invoice data, ensuring accuracy in the procurement of food items and kitchen equipment. This reduces administrative burdens and helps in maintaining accurate financial records.
• Chatbots: AI enhances communication with suppliers and customers in the hospitality industry. Chatbots ensure smooth procurement of supplies and provide immediate customer support, improving operational efficiency and customer satisfaction.

By integrating AI across these industries, procurement processes are not only streamlined but also transformed into strategic, data-driven operations, enhancing overall efficiency and decision-making.

Streamlining procurement processes with generative AI

Generative AI is reshaping procurement by optimizing operations, enhancing workflows, and improving decision-making. This transformative technology is empowering procurement teams to achieve remarkable efficiency and accuracy. This sub-section highlights the vital roles and impact of generative AI across various personas involved in procurement processes.:

• Procurement managers oversee the procurement process, manage supplier contracts, and ensure compliance, leveraging AI for enhanced efficiency and risk management.
• Financial analysts utilize AI to analyze spending data, pinpoint cost-saving opportunities, and optimize inventory levels for streamlined resource utilization.
• Supplier relationship managers evaluate and monitor suppliers using AI to predict risks and ensure a resilient supply chain.
• Inventory managers leverage AI to forecast product demand accurately, automate inventory management, and maintain optimal stock levels.
• Procurement officers use AI to automate routine procurement tasks, ensure compliance, and enhance operational efficiency.

The following section covers crucial processes and illustrate how generative AI is influencing each step within these procurement operations.

1. Identify and assess procurement needs

2. Strategic planning and market analysis

3. Supplier evaluation and selection

4. Negotiation and contract management

5. Procurement execution, monitoring, and optimization

How LeewayHertz’s generative AI platform transforms procurement operations

LeewayHertz’s generative AI platform, ZBrain, is a vital tool helping enhance and streamline various aspects of the procurement process within businesses across industries. By creating custom LLM-based applications tailored to client’s proprietary data, ZBrain optimizes procurement workflows, ensuring operational efficiency and enhanced customer service. The platform processes diverse business data types, including text, images, and documents, and utilizes advanced language models like GPT-4, Vicuna, Llama 2, and GPT-NeoX to build context-aware applications that can improve decision-making, deepen insights, and boost productivity, all while maintaining strict data privacy standards, making it indispensable for modern procurement operations.

In procurement, challenges like inconsistent supplier performance, inefficient evaluation processes, and prolonged decision-making are prevalent. ZBrain offers a solution to these challenges through specialized “flows.” These flows act as detailed, step-by-step guides, illustrating how ZBrain systematically addresses industry-specific use cases.

By employing AI-driven automation and comprehensive data analysis, ZBrain builds sophisticated apps capable of converting complex procurement data into actionable insights, enhancing operational efficiency, minimizing errors, and improving supplier quality.

For a detailed understanding of ZBrain’s capabilities, explore this resource listing a variety of industry-specific flows. It demonstrates the platform’s robustness and versatility, illustrating how ZBrain can effectively address diverse industry use cases.

LeewayHertz’s AI development services for procurement

AI in procurement: Best practices

Commence with simple problems

When embarking on the AI journey in procurement, don’t aim for radical solutions that completely transform your operations. Instead, perceive AI not as an unbelievable new technology but as a tool to enhance business processes. Focus on mundane but resource-intensive operations. The immediate benefit of AI lies in its ability to embed itself into and improve existing processes such as spend analysis or contract management.

Accumulate procurement data

An important practice is to gather as much procurement-related data as possible, even before you figure out how to leverage it. There’s no need to wait for perfect data quality. Presume that AI technologies will aid in deciphering and enhancing historic data quality over time. The principle here is to feed AI with abundant data, leading to improved results.

Present specific challenges to AI

Current AI and machine learning excel at specific, narrow use cases. For instance, machine learning can be employed to categorize procurement costs based on invoice items, but it’s unlikely to handle complex supplier negotiations. Ascertain which regular tasks consume the considerable time of your procurement team but yield clear performance outcomes.

Embrace experimentation

AI can potentially enhance procurement performance, but the path isn’t without uncertainties. Encourage experimentation with emerging AI technologies using your data and challenges. Embrace mistakes as learning opportunities, focusing on anticipated business benefits. Remember that technological progress is rapid; today’s failed experiments might be feasible with tomorrow’s AI advancements.

Promote human-machine collaboration

Ensure to remember that any AI implementation in procurement demands active support and guidance from procurement experts. Plan for a partnership where human expertise is supplemented, not supplanted, by AI. Encourage a culture that optimizes the synergy of human and artificial intelligence.

Endnote

Artificial intelligence is playing a transformative role in procurement, bringing efficiency and optimization to decision-making and operational processes. By processing massive quantities of data, AI aids in deriving valuable insights and automating routine tasks while significantly improving supplier management and risk mitigation. Nevertheless, challenges related to data quality, human oversight, and data security must be addressed to exploit AI’s potential in procurement fully.

Adopting AI in procurement can provide a competitive edge, enabling the development and execution of data-driven strategies and efficient operations. The future may not witness total automation of all tasks soon, but it holds potential for substantial advancements. We foresee a future where routine procurement processes might require no human involvement, machines could autonomously tap into savings and value creation opportunities, procurement-related expenses could be transparent and readily accessible error-free, and data flow within partner systems could revolutionize supplier relationship management.

The trajectory of procurement’s future is significantly guided by its capability to deliver measurable business value. The procurement transformation focuses on optimizing its return on investment in terms of cost savings, efficiency, collaboration, innovation, sustainability, and financial success. Thus, AI is vital to magnify procurement’s impact in these domains.

Ready to transform your procurement processes? Partner with LeewayHertz to harness the power of AI and optimize your operations, save costs, and make data-driven decisions.