Supplier Quote PDF & Email Parser: Stop Retyping Quotes Into Your Comparison Sheet
Drop in a supplier's quote PDF or paste their quote email, and AI extracts supplier, line items, unit prices, quantities, lead time, validity and terms into a reviewable table that feeds your comparison — with the buyer confirming every line against the source before it's saved.
A web tool where you upload a quote PDF or paste a quote email, AI extracts the structured fields and maps each line to your RFQ items with a confidence score, you review the extraction side-by-side with the original document, correct and confirm it, and the structured quote is saved (with the source file linked) to feed your supplier comparison and a clean CSV export.
Before you start
- A Supabase account (free)
- A Vercel account (free)
- A Resend account (free)
- A few real supplier quote PDFs or quote emails to test with
- Your RFQ line items (what you asked suppliers to quote)
- Claude Code or any AI coding agent
The problem this kills
You sent one RFQ to five suppliers, and back came five quotes that look nothing alike: one is a tidy PDF, one is pasted into the body of an email, one is a scanned letterhead with the prices buried three paragraphs down, and one quotes in a different currency with a validity date you have to hunt for. Now your job is to turn all of that into a single, fair, apples-to-apples comparison.
So you do what every buyer does: you open a spreadsheet and start retyping. Line by line, you copy a part number here, a unit price there, a lead time from the fine print, an MOQ from a footnote. It's slow, it's mind-numbing, and it's exactly the kind of work where a transposed digit or a missed "price valid 15 days only" turns into an awarded PO at the wrong number.
The data already exists in the documents. You shouldn't have to be its data-entry clerk. And you don't need to be a developer to stop doing this — you can build the tool that does it for you, this weekend.
What you'll build
A private web tool for your sourcing team. You upload a supplier's quote PDF or paste the quote text from an email. AI reads it and extracts the structured fields — supplier, quote/reference number, currency, each line item, unit price, quantity, lead time, validity date, payment and shipping terms — and tries to map each extracted line to the matching item on your RFQ.
Then it shows you the extraction next to the original document, with a confidence score on each field and a clear flag on any line it couldn't confidently map. You read the source, fix anything that's off, and confirm. Only then is the structured quote saved. The original file stays attached forever for audit, and every confirmed quote flows into a side-by-side comparison across suppliers and out to a clean CSV in the exact columns your system expects.
What's inside the Implementation Plan
The plan is a single markdown file you paste into an AI coding agent (like Claude Code). It walks the agent through building the whole tool, step by step, each step ending in a ready-to-paste prompt.
Crucially, the plan opens by interviewing you about your business — your RFQ process, the systems and spreadsheets you use, how your suppliers actually format their quotes, your part-number and unit-of-measure conventions, the currencies you deal with, your typical and peak quote volumes, and your messy edge cases (volume-break pricing, alternate parts, "price on application" lines). It reads a short tailored spec back to you, you confirm it, and then it shapes the data model, the extraction fields, and the line-matching rules around your quotes — not a generic template.
Inside you'll find: the discovery interview, the data model, the upload-and-paste intake, the AI extraction with confidence scoring, the RFQ line-matching with unmapped-line flags, the side-by-side human review screen, the comparison view, the CSV export, and a full verification checklist.
The governance it includes (this is the point)
This isn't a toy that blindly trusts an AI. The plan builds in the controls a procurement team actually needs:
- Login, so only your team can use the tool.
- Row-level security, so each organization only ever sees its own quotes and RFQs.
- A complete audit trail — who uploaded, who edited which field, who confirmed, and when.
- A hard human-in-the-loop gate: the AI extraction is always a draft. Nothing is saved as a real quote until a buyer reviews every line against the source document and confirms it.
- Duplicate guards: a file-hash-plus-supplier key means the same quote document can't be ingested twice by accident.
- Audit-grade sourcing: the original PDF or pasted text is always linked to the saved quote, with confidence scores preserved, so you can defend any number you awarded on.
Who it's for
Buyers, sourcing specialists, and procurement managers who run RFQs and currently retype supplier quotes into a comparison sheet by hand. If you've ever squinted at a scanned quote to find the lead time, or worried you keyed a price wrong before awarding a PO, this is for you. No coding background needed — if you can paste a document and check a number, you can run this tool.
You've got this — paste the first prompt and let the agent interview you.