PR-5603 · LIVE
AP Snap - Quotes
When a vendor sends a quote for a project, AP Snap - Quotes turns it into a purchase order. The quote is forwarded to a dedicated address, submitted on a form, or uploaded, and the product reads every line off the document. It finds the vendor in the ERP and matches each item to the right entry in the price book, using the vendor's own part number when that link already exists. The purchase order is created on the job, with the items, quantities, and prices in place and the company's standard type, warehouse, and ship-to address already stamped on it. Anything the product could not match is handled the way the business set it up and flagged for the Accounts Payable Specialist to look at.
The promise
Every vendor quote lands as a purchase order on the right job, with the items matched to the price book and the vendor already set. The Accounts Payable Specialist reviews what was built and works only the handful of lines the product flagged, without searching the price book item by item for a list the vendor already sent in full. The hours that went into re-keying project quotes go back to the purchasing decisions that need a person.
How it works
The path from input to value.
- 01
Send in the quote
The vendor's quote is forwarded to a dedicated address, submitted on a form, or uploaded. The business picks which of those it wants to use.
- 02
Reads the document
AP Snap - Quotes reads the quote into a clean list of lines, pulling the vendor, the item descriptions, the part numbers, the quantities, and the prices.
- 03
Matches the vendor and the items
The vendor is matched against the vendor list. Each line is matched to the right price book item, using the vendor's own part number where that link already exists.
- 04
Creates the purchase order
The purchase order is created on the job, with the matched items, quantities, and prices in place, and the company's standard type, warehouse, and ship-to address stamped on it.
- 05
Flags what needs a person
Anything that did not match is handled the way the business set it up, and every automatic creation and fallback is flagged so the Accounts Payable Specialist can review it in one place.
The day before. The day after.
Same moments. Lived differently.
Three vendor quotes came in overnight for two different projects. The Accounts Payable Specialist opens the first one and starts working out which job and phase it belongs to.
8:30 AMThe three overnight quotes are already purchase orders on their jobs. The Accounts Payable Specialist opens the review list to see what needs them.
8:30 AMBefore
Three vendor quotes came in overnight for two different projects. The Accounts Payable Specialist opens the first one and starts working out which job and phase it belongs to.
After
The three overnight quotes are already purchase orders on their jobs. The Accounts Payable Specialist opens the review list to see what needs them.
They are still on the first quote, searching the price book for each of its eleven line items and checking whether the vendor's part number is already attached.
10:00 AMTwo lines across the three orders fell to the fallback item. They fix both and move on. The other twenty-nine lines matched.
10:00 AMBefore
They are still on the first quote, searching the price book for each of its eleven line items and checking whether the vendor's part number is already attached.
After
Two lines across the three orders fell to the fallback item. They fix both and move on. The other twenty-nine lines matched.
The second quote has a vendor nobody has bought from before. They stop, create the vendor record, and start the purchase order again.
1:00 PMThe new vendor was created automatically and flagged. They open the record, add the payment terms, and it is done.
1:00 PMBefore
The second quote has a vendor nobody has bought from before. They stop, create the vendor record, and start the purchase order again.
After
The new vendor was created automatically and flagged. They open the record, add the payment terms, and it is done.
The third quote gets keyed fast to clear the desk. Four items go on generic materials because the search was taking too long.
4:00 PMThe desk is clear. They spend the afternoon on a vendor pricing question that has been waiting three weeks.
4:00 PMBefore
The third quote gets keyed fast to clear the desk. Four items go on generic materials because the search was taking too long.
After
The desk is clear. They spend the afternoon on a vendor pricing question that has been waiting three weeks.
What it doesn’t do
The edges we drew on purpose.
A product that tries to do everything ends up doing nothing well. Here’s what we left out, and why we don’t feel bad about it.
- ×Does not send the purchase order to the vendor or place the order.
- ×Does not receive materials, match deliveries, or create the bill.
- ×Does not apply markup or change what the customer was quoted.
- ×Does not run an approval workflow before the purchase order is created.
- ×Does not process receipts from a purchase already made.