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General and Special Procurement

Even items not listed in the catalog can be procured in a controlled manner through simple system.

Special requests often bypass the platform and are handled via email and individual approvals. By using request for proposals, you can bring this very aspect back into a structured, analyzable process.

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Sergio Nordmann

Everything is available upon request

Large quantities, specialty items, and services. A single request sent to multiple suppliers at the same time.

AI Makes Things Comparable

simpleAI parses incoming offers and displays them side by side as orderable items in a comparison matrix.

Stay in the process

Fixed transaction numbers, approval processes, and ERP integration. Even special requests remain auditable.

The platform that makes shopping simple.

Our special procurement specialists
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By consolidating our suppliers, we not only increase efficiency but also improve quality through dedicated points of contact. These factors strengthen trust and ensure reliable delivery.
Dieter Fabricius Procurement of Indirect Materials and Services, Siteco GmbH
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SPECIAL PROCUREMENT IN DETAIL

Special orders are small in volume but require a great deal of effort.

These days, a special inquiry often means spending hours on emails, follow-ups, and manual comparisons. In the end, there’s no clear analysis. With quote requests, you describe your needs; simpleAI structures them and makes the quotes comparable. This reduces the time it takes to create a request from about two hours to about 15 minutes.

simpleAI and Request for Proposals

How to Request Special Needs in Simple System

You submit a request for quotes and describe what you need in free-form text. simpleAI structures the request, assigns the product category to the S2Class, and generates orderable items from the quotes. You send the request to multiple suppliers at once, compare prices, delivery times, and terms in a matrix, and place an order with just a few clicks. In addition to the catalog selection, you have access to over 850 suppliers and the open marketplace. Anything not covered there is handled through the request process.

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Structured Free-Text Query

You describe your needs in your own words. simpleAI turns that into a clear, supplier-friendly request.

Multiple suppliers at the same time

A request is sent to multiple providers at the same time. Automatic reminders increase the response rate.

AI-Based Bid Selection

simpleAI parses incoming offers and displays them as items available for purchase. This allows you to compare offers side by side.

AI Product Category Assignment

Items are automatically assigned to the S2Class and thus to the correct general ledger account.

Transaction Numbers and Separation of Duties

Each request is assigned a unique case number. The creator, reviewer, and approver are clearly separated.

Full ERP Integration

The inquiry and resulting order are processed through the smart shopping cart and transferred to the ERP system with full documentation.

Transparent Pricing

Starting at 99 € per month for use of the platform

The Basic Package governs general access to the platform. This package provides the necessary foundation for using the platform.
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By implementing simple system, we were able to significantly streamline purchasing in the indirect procurement area, such as MRO items and office supplies.
Jan Broda Strategic Buyer, Stromag GmbH
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Make the uncontrolled remainder visible.

Occasional and special-order items often account for 20 to 40 percent of sales and are difficult to control. Through requests for quotes and long-tail solutions, they are incorporated into the same process as your catalog.

Start your 90-day free trial nowCalculate Savings
60+ hours
Time saved per month by the purchasing team
up to 40%
Lower processing costs per order
850+
Active suppliers available immediately
90 days
Try it for free, no credit card required
30 days
From Start to Go Live
25+ years
Experience in B2B procurement
With simple system, we can take advantage of our improved pricing terms across Europe and drive consolidation in the MRO sector.
Anastasia Tumanova System Specialist, Knorr-Bremse Commercial Vehicle Systems GmbH
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MY MOTTO

simpleAI really makes shopping easier.

We bring real AI to procurement. No chat windows that make processes longer and more tedious. Real process improvements, strictly following our AI guidelines: Human in the Loop. AI-Supported.

Book a demoTry it free for 90 days
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Fabian von Kleinsorgen
No obligation & free of charge

30 minutes during which we'll go over your specific needs based on your actual inquiries.

We'll show you how to source large quantities, specialty items, and services through RFQs and keep them in the process.

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You ask, we answer.

Frequently Asked Questions

  • Special procurement covers large quantities, special items, and services that are not included in the standard catalog. In simple system, you request these through RFQs and place orders for them in the same process.

  • You describe your needs in free-form text; simpleAI structures the request and sends it to multiple suppliers. Incoming quotes are displayed as comparable, orderable items.

  • Quote requests are an add-on starting at €99 per month and are included in the Enterprise package. Long-tail solutions for niche needs are available starting at €99 per month.

  • Yes. Every request is assigned a unique case number, goes through your approval processes, and is fully transferred to the ERP system.

  • Implementing simple system is faster than with traditional procurement suites. Thanks to the SaaS model, preconfigured workflows, and a clear onboarding process, you’ll be up and running in weeks, not months. A free trial is included.

  • simple system comes with over 850 suppliers right from day one. You can connect your own regular suppliers through the partner marketplace with customized terms, without other platform users seeing your prices.

  • The platform is designed to be so intuitive that it feels like a regular online store to end users. The training required is minimal. And because approval rules and budget limits are built right into the system, everyone automatically makes purchases according to your specifications.

  • simple system provides full transparency into all ordering processes, suppliers, and expenses. This allows you to see exactly where there is potential for consolidation, better terms, or process simplification. Many customers have demonstrably reduced their process costs by up to 70%.

  • AI assists with product searches, supplier recommendations, and the analysis of purchasing data. simple system uses these technologies to help end users find the right product more quickly and to support buyers in making strategic decisions. simpleAI helps you, for example, compare quotes.

  • simple system is the right choice if you want to efficiently digitize your indirect procurement and C-parts. And thanks to its modular design, the platform scales with your needs.

    Your suppliers will be happy to work on a neutral platform, with absolutely no risk. Plus, you get streamlined ERP integration that goes live in just a few weeks. This allows you to bring structure to your procurement without completely overhauling your existing processes.

    Less effort. More control. From day one.

  • Stored directly in the Simple System: budget limits, approval hierarchies, and ordering rights based on suppliers or product groups. Every purchase automatically follows the correct process without requiring manual intervention from the purchasing department.

Easy Start

Ready to check for special needs as well?

Watch a short demo to see how you can source large quantities, special items, and services via a request for quotation and keep them in the process.

Book a demoTry it for 90 days
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Michaela Baumer