Procurement and vendors
FM360AI carries a purchase from the first request through quotations, approval, purchase order, delivery and invoice, with every document linked to the ticket or work plan that needed it.
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The problem
Maintenance and purchasing usually run in different tools, so the cost of a job, the status of the part it is waiting for and the reason a vendor was chosen are all somewhere else.
What FM360AI does
Purchase request or service request, RFQ, quotation, contract, purchase order, proforma invoice, receival log, payment request and invoice. Each links to the one before it, and you decide in settings which of them your organisation requires.
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Build an approval template per document type with ordered approvers. Stages can apply only above an amount or a budget utilisation percentage. Approvers act in the console, on the mobile app or from an emailed link, and can send a document back for correction.
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Send a request for quotation to several vendors by email, by WhatsApp or as a link you copy. Vendors open a secure link and submit their quotation directly; you see who has viewed and who has responded.
Upload a quotation, purchase order, proforma or invoice as a PDF, image, Excel or Word file and FM360AI fills in the vendor, date, line items, quantities, prices and totals, matching lines to your inventory items where it can. Arabic and English documents are both read.
When several vendors have quoted, FM360AI scores them on price, vendor rating, warranty and payment terms, and an AI analysis recommends a vendor with reasons for and against. It can also show the cheapest vendor per line item and what a split order would save.
The receival log records ordered, received, accepted, damaged and rejected quantities with a quality note. Accepted items are added to inventory and the purchase order's delivery status is updated.
How it works
A purchase or service request is raised, often from a ticket or work plan, and goes for approval.
An RFQ goes to vendors, who submit quotations through a secure link.
Quotations are compared, a vendor is chosen, and the others are notified.
A purchase order is issued; deliveries are logged and quality-checked.
A payment request is approved against the budget and the invoice is recorded.
The scope and limits of this part of the product, so there are no surprises later.
No. Each document type can be switched on or off for your organisation in settings. A small team might use only quotations and purchase orders; a larger one might require the full chain from purchase request to invoice.
You invite a vendor by email. They register through a link, upload the company documents you require, and from then on receive RFQs and document requests as secure links that open a submission page.
It extracts structured data from uploaded quotations, purchase orders, proformas and invoices; turns spoken item lists into line items; converts payment terms described in words into a schedule; and recommends a vendor when comparing quotations. A person reviews the result each time.
Yes. Each stage of an approval template can have a threshold, either a monetary amount or a percentage of budget utilisation, so that senior approvers are only involved in larger commitments.
The performance scorecard calculates a health score from delivery, quality, cost and rating, alongside the time each vendor takes to respond to RFQs. Vendors can be suspended or blacklisted with a recorded reason.
Tell us how requests reach your team today and what you maintain. We will walk you through the product on a call, using the workflows that matter to you.
