Smarter Week

AI and automation by role · frontline

How Purchasing / buyers can use AI and automation

Below are 10 common tasks for Purchasing / buyers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Buyer, Purchasing Agent, Procurement Specialist, Purchasing Coordinator, Purchasing Manager, Sourcing Specialist

Find your own hour leaks, free See the fixes

Task 1 · typically 30 min, every day

Create and key in purchase orders

AutomationBest fix

Turn approved suggestions and requests into POs automatically

Most ERPs and procurement tools can turn approved reorder suggestions or purchase requests into POs and email them to the supplier, with no retyping.

Typically saves about 55% of the time4 h to set up
  1. 1Check whether your ERP or procurement tool can create POs from reorder suggestions or requests.
  2. 2Set preferred suppliers and prices on each item.
  3. 3Set up automatic PO emailing to suppliers.
  4. 4Keep manual entry only for one-off purchases.

Tools: Your ERP · Coupa, Procurify or Zip

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 2 · typically 45 min, every day

Chase suppliers about late or missing orders

AIBest fix

Have AI write all your chaser emails from the late-order list in one go

Export the open late orders and AI writes one short, specific email per supplier. You check and send in a batch instead of writing each one.

Typically saves about 45% of the time5 min to set up
  1. 1Export open POs that are late or due this week.
  2. 2Paste them into an approved AI assistant with the prompt below.
  3. 3Check each email and send.
  4. 4Record promised dates back in the system.
Prompt to copy
Below is a list of late or due purchase orders. Write one short email per supplier listing their PO numbers, items, quantities and due dates, and ask for a confirmed ship date and tracking number by [DATE]. Polite and direct. Keep all numbers exactly as given.

[PASTE LIST]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Get suppliers to confirm and update orders in a portal

Supplier portals and advance ship notices mean suppliers confirm dates and send tracking themselves, so you only chase the ones that go quiet.

Typically saves about 40% of the time4 h to set up
  1. 1Check whether your ERP or procurement tool has a supplier portal (SAP Ariba, Coupa, NetSuite, Dynamics 365 and others do).
  2. 2Start with your top 10 suppliers by order count.
  3. 3Ask them to confirm every PO and send ship notices through it.
  4. 4Set an alert for POs not confirmed within two days.

Tools: SAP Ariba · Coupa · ERP supplier portal · project44 or FourKites for shipment tracking

How to automate this task

Task 3 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 4 · typically 60 min, once a week

Get and compare supplier quotes

AIBest fix

Have AI write the RFQ and line up the quotes

AI writes a clear request for quote and then compares the replies side by side, flagging differences in price, lead time and terms.

Typically saves about 40% of the time5 min to set up
  1. 1Use the prompt below to draft the RFQ from your requirements.
  2. 2When quotes come back, upload them to an approved AI assistant.
  3. 3Ask it to build the comparison table.
  4. 4Check prices against the original quotes before you decide.
Prompt to copy
Compare the attached supplier quotes for [ITEMS]. Make a table with one column per supplier and rows for: unit price at [QUANTITIES], total, lead time, minimum order, freight, payment terms, validity date and any conditions. Flag missing information and anything that does not meet these requirements: [REQUIREMENTS]. Copy numbers exactly.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 5 · typically 45 min, every day

Match supplier invoices to orders and receipts

Software featureBest fix

Let AP automation match invoices to orders and receipts

AP automation tools read the invoice, match it to the PO and receipt automatically, and only show you the ones that do not match.

Typically saves about 60% of the time4 h to set up
  1. 1Ask finance whether your ERP or AP tool has automatic three-way matching (many do: NetSuite, Dynamics 365, SAP, Stampli, Tipalti, Bill, Coupa).
  2. 2Have suppliers send invoices to one email address the tool reads.
  3. 3Set tolerances for small price or quantity differences.
  4. 4Work only the exceptions list each day.

Tools: NetSuite, Dynamics 365 or SAP · Stampli, Tipalti, Bill or Coupa

One more way to fix it
AI

Photograph packing slips, delivery notes and invoices and let AI read them

AI can read a photo or PDF of a packing slip, bill of lading or invoice and turn it into lines you can check against the order. You compare instead of type.

Typically saves about 50% of the time10 min to set up
  1. 1Take a clear photo or use the PDF from the supplier.
  2. 2Upload it to an approved AI assistant with the prompt below, along with the PO lines.
  3. 3Check the differences it flags.
  4. 4Enter or import the confirmed lines into your system.
Prompt to copy
Read the attached [PACKING SLIP / BILL OF LADING / INVOICE]. Make a table with: item code, description, quantity, unit price (if shown), PO number. Then compare it with this purchase order and list any item that is missing, extra, or a different quantity or price: [PASTE PO LINES]. Mark anything you cannot read as [UNCLEAR]. Do not guess.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Microsoft Lens or phone camera

How to automate this task

Task 6 · typically 60 min, a few times a week

Work out what to reorder and how much

AutomationBest fix

Set reorder points so the system suggests what to buy

When each item has a reorder point and order quantity in the ERP or inventory system, it builds the suggested order list for you. You review it instead of calculating every line.

Typically saves about 50% of the time6 h to set up
  1. 1Start with your top 100 items by usage.
  2. 2Set safety stock, reorder point and order quantity from usage and lead time.
  3. 3Turn on the system's reorder or MRP suggestion report.
  4. 4Review and approve the suggestions; recheck settings every quarter.

Tools: Your ERP (NetSuite, Dynamics 365, SAP, Odoo) · Inventory tools like Cin7, Fishbowl or inFlow

One more way to fix it
AI

Have AI review the forecast and flag what looks wrong

Upload the usage history and forecast; AI spots trends, seasonality and outliers, and suggests reorder quantities. You make the call faster.

Typically saves about 35% of the time15 min to set up
  1. 1Export 12 to 24 months of usage, current stock, open orders and lead times.
  2. 2Use Copilot in Excel, Gemini in Sheets, or upload to an approved AI assistant.
  3. 3Use the prompt below.
  4. 4Check its suggestions on a few items you know well before trusting the rest.
Prompt to copy
Here is monthly usage, current stock, open orders and lead times for [NUMBER] items. For each item: 1) flag a trend, seasonality or unusual spike, 2) say whether we will run out before the next delivery, 3) suggest a reorder quantity with the reasoning. Show the calculation. List the ten items most at risk first.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 7 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 9 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 10 · typically 30 min, a few times a week

Research a topic, company or question online

AIBest fix

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you used an AI "deep research" mode that reads dozens of sources for you?
Research modes in ChatGPT, Claude, Gemini and Perplexity spend a few minutes reading the web and return a summary with links to every source.
Have you had AI write all your supplier chaser emails from one list?
You paste the list of late orders and AI writes one short email per supplier with their PO numbers and dates. You check and send them all at once.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.

HourLeak · the 8-minute work audit

Find out which of these cost your team the most

Each person picks their role, taps the tasks they really do and says how long each takes. The free check gives you your own top fixes; the team scan adds up the hours across everyone and turns them into a 30-day plan.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

More roles in Logistics & warehouse

Warehouse associate / leadInventory / supply plannerFleet / transport dispatcherDelivery driverAll roles