AI procurement software that reads your invoices and wins you better prices.
The AI reads every supplier invoice, matches the same product across suppliers and shows what you really pay per unit. Then run the tender, yourself or with our team, and check every future invoice against the price you agreed.
Bring a few recent invoices. We will show you, on your own numbers, what a tender could return.
| Description | Qty | Price |
|---|---|---|
| 1CORR BOX 450X350X300 | 200 | £0.62 |
| 2STRETCH FILM 400MM | 6 | £14.15 |
| 3HI-VIS VEST YEL L | 25 | £2.40 |
| Item | Qty | Price |
|---|---|---|
| 2Pallet wrap 400mm | 4 | £13.60 |
| 3Hi-vis waistcoat, L | 10 | £2.25 |
| 1Carton 450x350x300 (25) | 8 | £14.50 |
| Product | Volume | Spend | Price per unit |
|---|---|---|---|
| 1Corrugated box, 450 x 350 x 300 mm | 400 boxes | £240.00 | £0.58 to £0.62 |
| 2Stretch wrap, 400 mm | 10 rolls | £139.30 | £13.60 to £14.15 |
| 3Hi-vis vest, yellow, large | 35 vests | £82.50 | £2.25 to £2.40 |
- Built for
- Manufacturing
- Construction
- Food and drink
- Wholesale and distribution
- Logistics
- Hospitality
Most small businesses overpay their suppliers, simply because nobody has time to check.
A tender takes days of invoice admin
Pulling a year of supplier spend together by hand is the slowest part of any tender. It is the reason most never happen, and suppliers know it.
Quotes rarely compare like for like
One supplier prices per box, another per unit, a third per pallet. Until every price is normalised to a true cost per unit, you cannot see who is actually cheapest.
Good prices drift back up
Even after a strong deal, prices creep up one invoice at a time. Without checking each one, the saving you fought for quietly disappears.
How does AI product normalisation find savings you can't see?
Every supplier describes the same item differently, in different pack sizes. The AI recognises it as one product, converts every price to the same unit, and shows you instantly who is cheapest.
| Supplier | Pack | Per glove |
|---|---|---|
| Brightline PPE Lowest | 1,000 | 4.60p |
| Carrow Safety | 200 | 4.80p |
| Northgate Supplies | 100 | 4.95p |
| Hartwell Trade | 1 | 5.20p |
Reads every line
Product, pack size, quantity and price are pulled from any invoice layout, including scanned PDFs, with no templates to set up.
Matches the same product
Abbreviations, codes and supplier wording are recognised as one item, so a year of spend collapses into a clean product list.
Normalises to a true unit price
Cases, boxes, pallets and kilos are converted to one comparable unit. You review the matches before anything goes to a supplier.
How does Purchasing Portal get you a better price?
Four steps from a pile of invoices to a price you can hold suppliers to. It works on anything you buy regularly: packaging, PPE and consumables, raw materials and components, fuel and freight, waste and facilities.
- 1
Connect or upload
Link Xero, or drop in PDFs, spreadsheets and CSVs. The AI reads every invoice line by line and matches the same product across suppliers.
- 2
Launch a tender
The request for quote is drafted from your real spend. Suppliers quote on a clean, structured form with pack size and lead time built in.
- 3
Let suppliers compete
The AI normalises every quote to a true cost per unit and lines them up side by side. A plain-English recommendation tells you where to push.
- 4
Lock in and protect
Agree your prices. From then on every invoice is checked automatically, and any charge above the agreed price is flagged.
Read the full guide: from a pile of invoices to a supplier tender
What does your supplier spend actually look like?
Every invoice read by AI, every product matched across suppliers, every line ranked by spend. This is the picture Purchasing Portal builds for you automatically, ready to take to tender.
Spend by product
Sample data. Suppliers and figures are invented.| Product | Supplier | Price per unit | Annual spend | 12-month change |
|---|---|---|---|---|
| Pallet delivery, next day | Carrow Logistics | £48.00 / pallet | £31,420 | No change |
| Corrugated box, 450 mm | Northgate Supplies | £0.62 each | £22,310 | Up 9% |
| Nitrile gloves, box of 100 | Northgate Supplies, Brightline PPE | £4.95 / box | £18,940 | Up 4% |
| Plywood sheet, 18 mm | Hartwell Timber | £38.50 / sheet | £14,760 | Down 2% |
| General waste collection | Pennine Waste Services | £62.00 / lift | £6,180 | Up 3% |
Using Xero? How to turn your purchase invoices into a spend analysis
What could a tender return on your spend?
Move the slider to your annual supplier spend. The estimate assumes a 6 to 14% saving on tendered categories, which is typical for spend that has not been tested in a while.
Your real figure depends on category, volumes and how recently prices were last tested. A demo on your own invoices gives a far better view.
Find the savings. Run the tender. Protect the result.
Use the software yourself, or have the Parallel Purchasing team run it for you.
A complete procurement toolkit for businesses with or without a buying department.
Find the savings
Turn messy invoices into a clear spend picture.
- AI spend analysis
- Extracts products, quantities and prices from any volume of invoices, then totals spend by product and supplier.
- AI product normalisation
- Recognises the same item across suppliers, codes and pack sizes, and converts every price to one comparable unit.
- Accounting integration
- Pulls purchase invoices and their PDFs from Xero, with QuickBooks Online next. Read-only, never written back.
- AI-built tenders
- Drop in a quote sheet, invoice or purchase order in any format and it pre-fills your tender.
Run the tender
Get suppliers competing on a level field.
- Structured quote forms
- Suppliers quote on a standard form with pack size and lead time built in, so every quote arrives in the same shape.
- Quote comparison
- Normalised by AI and shown side by side at true cost per unit, against your current price, with the saving on every line.
- Recommendation memo
- A board-ready summary of best value, where the incumbent is still competitive, and where to negotiate.
Protect the result
Keep the savings you worked for.
- Price compliance monitoring
- Every invoice is matched against the agreed price. Overcharges are flagged with the exact amount.
- Savings tracking
- Savings reported in plain English, by category and supplier, ready for a board meeting.
- Price increase management
- Every requested price rise is checked against what you agreed and challenged before you accept it.
- Supplier agreements
- The award is backed by a written supply agreement drafted from the tender results.
What stops suppliers creeping prices back up?
Most procurement tools stop at the tender. Purchasing Portal keeps watching. Every invoice that arrives is checked against the price you agreed, so the moment a rise slips through, you know about it.
- Automatic checking, invoice by invoice
- Overcharges flagged with the cash amount and supplier
How much does Purchasing Portal cost?
Run it yourself on the software, or have the Parallel Purchasing team run it for you. Either way the goal is the same: pay less, and keep paying less.
Run it yourself Early access
For owner-managers, finance teams and consultants who want to run their own tenders, with the AI doing the heavy lifting.
- AI spend analysis on every invoice
- AI product normalisation across all your suppliers
- Xero integration
- Price compliance monitoring
Have it run for you
For businesses with no time and no buyer in-house. Parallel Purchasing, our procurement consultancy, runs the whole process using this software.
- Nothing up front, paid from a share of the saving
- The full tender run end to end
- Every price increase challenged
- Savings reported in plain English
How is it different from enterprise e-sourcing platforms?
The big platforms are powerful, but they are priced and built for organisations with a procurement department. Purchasing Portal is built for SMEs, with or without one.
| Feature | Purchasing Portal | Typical enterprise platform |
|---|---|---|
| Built for | UK SMEs, with or without a dedicated buyer | Large organisations with procurement teams |
| Getting started | Upload invoices or connect Xero on day one | Usually a formal implementation project |
| Price | From £99 a month | Typically thousands a month |
| Matching products across suppliers | Automatic, by AI product normalisation | Manual mapping, often in spreadsheets |
| Reading invoices | Any layout, read by AI, no templates | Often relies on templates or manual entry |
| Checking invoices after the tender | Included, on every invoice | Rarely offered, or a separate module |
| Built around | GBP, UK GDPR and UK law | Global defaults |
Questions owners ask us
How much can I really save?
It depends on the category and how recently prices were last tested, but tenders on previously untested spend commonly return a high single-digit to low double-digit percentage saving. A demo on your real invoices gives a far more accurate view.
How does the AI work, and can I check it?
The AI reads each invoice line, extracts the product, pack size, quantity and price, then matches the same product across suppliers and converts every price to one comparable unit. Every match and figure can be reviewed and corrected, and nothing goes to a supplier without your approval.
Does it work for my industry?
Yes. If your business buys the same things regularly from a handful of suppliers, whether that is packaging, PPE, building materials, raw ingredients, freight or facilities services, Purchasing Portal can analyse the spend and tender it. It works just as well in manufacturing, construction, food and drink, wholesale and logistics.
Do I need to know about procurement?
No. Purchasing Portal works just as well for owner-managers, finance and operations people as it does for a dedicated buyer. The AI drafts the tender and compares quotes like for like, and the Parallel Purchasing team writes the recommendation. If you would rather not touch it, Parallel Purchasing can run it for you.
Which accounting systems does it connect to?
Xero today, with QuickBooks Online next and Sage on the roadmap. You can also upload invoices directly as PDF, Excel or CSV without connecting anything.
Is my data safe?
Yes. Accounting connections are strictly read-only, your data is held in UK and EU regions, and we comply with UK GDPR and the Data Protection Act 2018. Nothing is ever written back to your accounting system.
What does it cost?
The software starts from £99 a month. The managed service normally costs nothing up front: Parallel Purchasing's fee is a share of the savings it delivers, so it comes out of money you would not otherwise have saved.
What is invoice price compliance?
It means checking each supplier invoice against the price you agreed. Purchasing Portal does this automatically on every invoice and flags any line charged above the agreed price, with the amount, so you can challenge it.
Find out what you are overpaying.
Book a short demo. Bring a few recent invoices and we will show you, on your own numbers, what a tender could return.
Book a demo