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simpleAI Documents · Basis module

“Where is the pump?” This answer costs 35 minutes. Or none.

Order confirmation, delivery note and invoice copy are attached to the order as soon as they arrive. Anyone who wants to know the status can see it for themselves. Included in the basic package.

See the Document Agent live in the AI Check
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Sergio Nordmann

Documents arrive by themselves

Order confirmation, delivery note and invoice copy are attached to the order.

Status without manual updates

The status changes with the documents. Nobody has to update anything.

You control the rights

Your own orders, your department or the whole company. You decide who sees what.

Thanks to connecting our proven GARANT Tool24 dispensing machine to simple system, requisitions now run fully automatically all the way to goods receipt. With the four-eyes principle combined with approval settings in simple system, we always keep full control.
Christian Baderschneider Hartmann Valves GmbH
Hartmann Valves GmbH
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THE DOCUMENT AGENT IN DETAIL

Thursday, 2 p.m.

The foreman calls procurement and asks where the pump is. The line has been down since this morning. The buyer searches her inbox for the order confirmation, finds one for a different order, calls the vendor and waits on hold. At 2:35 p.m. she knows the pump will arrive tomorrow. That answer cost 35 minutes.

Calls like this are everyday business, not the exception. Then there is invoice verification. Anyone checking whether an invoice is correct needs the purchase order, the order confirmation and the delivery note, and they sit in three inboxes and a folder. If the documents are missing, the invoice gets paid because that is faster than clarifying it.

simpleAI and guided buying

Like a folder for every order. Filed before anyone asks.

Every order sits in one place together with its documents, and whoever should see it can see it without asking. Like a folder for each order in which the delivery note and invoice copy are already filed before anyone asks for them.

What this is worth: an example calculation with disclosed assumptions, not a measured value. With 120 invoices a month and 3 minutes less searching for documents per invoice, that is 6 hours a month, in invoice verification alone. On top of that, the status calls disappear. Anyone who gets five of them a day saves considerably more than these 6 hours.

The limit: The overview shows what the vendors report. It is not parcel tracking and knows nothing that does not arrive as a document. If you have vendors who do not send electronic documents, you will not see their documents here either. It also does not replace invoice verification or posting. Both stay in your system.

Experience the agents live
simpleAI Documents: order overview with follow-up documents in the simple system platform

Nothing extra

The order overview with follow-up documents is part of the Basis module.

Whoever asks can see for themselves

Anyone who wants to know where the delivery is checks for themselves instead of calling.

Documents at hand for verification

Purchase order, order confirmation and delivery note are kept together.

Fewer duplicate orders

Open orders are visible, even to the department next door.

Reorder with account assignment

What was checked once comes along the second time.

To be honest

Vendors without electronic documents do not appear here either.

Transparent pricing

from €99 / month for using the platform

The Basic package governs general access to the platform. It provides the foundation you need to use the platform.

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Digital processes have significantly optimized our internal workflows, resulting in faster processing times and substantial time and cost savings.
Lisa Hierl Crown Gabelstapler GmbH
Crown Gabelstapler GmbH & Co. KG
NO YEAR-LONG PROJECT

Your indirect procurement goes live in 30 days.

Your vendors, your approval workflows, your ERP. In the meeting you will see which building blocks you need, which you do not, and in which order they go live.
How the meeting works
You tell us your processes, your procurement policies and your vendors.
We tell you which building blocks you can leave out.
At the end you have a clear picture of the next steps, costs and opportunities. After that you test for free, no credit card.

 "The integration into our SAP ERP® went smoothly." Andreas Wallny, Vulkan 
Choose my 15-minute slot60-minute demo
60%
faster path from order to payment with ERP
40%
lower process costs in indirect procurement
28,000+
active buyers work with simple system
unlimited
users, orders and your own vendors
up to 99%
fewer posting errors with ERP integration
1,000+
vendors on the platform
Thanks to its high level of user-friendliness, the responsible employees in the respective departments can now meet their needs independently without triggering time-consuming administrative processes.
Chris Trommer Head of Purchasing, KTR Systems
KTR Systems
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My motto

simpleAI really makes procurement easier.

We bring real AI to procurement. No chat window that makes processes longer and more tiring. Real process improvements, strictly following our AI rules:
Human in the Loop. AI-Supported.

Book a demoTry it free for 30 days
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Fabian von Kleinsorgen
No obligation & free of charge

How much time does document maintenance take today?

In the AI Check, we show you how the Document Agent keeps your orders up to date.

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You ask, we answer.

Frequently Asked Questions

  • The simpleAI Document Agent. It reads follow-up documents and automatically keeps every order process up to date.

  • Order confirmation, dispatch advice, and invoice copy. It matches quantities, dates, and prices against the order.

  • E-procurement digitalizes the entire procurement process: from the requisition to the invoice. With simple system, your employees buy in line with the rules, Maverick Buying is stopped, and process costs drop noticeably.

  • simple system connects directly to SAP, Microsoft Dynamics, and other ERP systems. Via OCI Punchout or the simple system Cockpit, order data flows automatically into your ERP system, with no manual rework.

  • The rollout of simple system is faster than with classic procurement suites. Thanks to the SaaS model, preconfigured workflows, and a clear onboarding path, you go live in weeks, not months. A free trial period is included.

  • simple system comes with over 1,000 vendors from day one. You can connect your own regular vendors through the partner marketplace with individual terms, without other platform users seeing your prices.

  • The platform is built so intuitively that it feels like a normal online shop to requisitioners. Training effort is minimal. And because approval rules and budget limits are stored directly in the system, everyone automatically buys according to your rules.

  • simple system provides full transparency across all orders, vendors, and spend. That shows you exactly where the potential lies for consolidation, better terms, or simpler processes. Many customers have demonstrably reduced their process costs by up to 70%.

  • AI supports product search, vendor recommendations, and the analysis of procurement data. simple system uses these technologies to get requisitioners to the right product faster and to support buyers in strategic decisions. simpleAI helps you with quote comparisons, for example. 

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

    Your vendors are happy to work on a neutral platform, entirely without risk. Add a lean ERP integration that goes live in a few weeks. That way you bring structure to your procurement without completely overhauling your existing processes.

    Less effort. More control. From day one.

  • Stored directly in simple system: budget limits, approval hierarchies, and ordering rights by vendor or product group. Every purchase automatically runs through the right process, without procurement having to step in manually.

easy start

How much time does maintaining documents cost you today?

We show you how the Document Agent keeps your orders up to date automatically.

4.4
OMR Reviews
Book an AI CheckPersonal demo
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Michaela Baumer