Procurement Spend Analyst
Finds the same thing bought four times at four prices
- 8hard rules
- Things it must never do, enforced in every run
- 5handover rules
- Conditions where it stops and gives the work to a person
- 10output fields
- A structured result, not a paragraph you have to re-read
- ≤7steps per run
- Bounded work: at most 5 tool calls, enforced by the runtime
Read-only by design. This agent has no path to sending, spending, publishing or committing anything. Where that limit is the product, removing it would remove the reason to trust the output.
Overview
Every organisation past fifty people buys the same item from the same supplier at materially different prices in different departments, and nobody can see it. The data is in the ledger, but it is unusable: the supplier is spelled six ways, the item is described differently on every purchase order, and the category was chosen by whoever raised the requisition.
That is why spend reports disappoint. "Office supplies: $340,000" tells a buyer nothing they can act on. "Four suppliers, the same twelve items, a 34% price spread, and the cheapest is not the one with the volume" is a negotiation.
This agent does the unglamorous part first — matching suppliers that are the same entity spelled differently, and items that are the same thing described differently — and only then reports. It shows price variance for identical items, spend fragmented across suppliers who should be one contract, spend that never touched a purchase order at all, and where your volume gives you leverage you are not using.
It contacts no supplier and cancels no contract. It tells you where the money is and what to ask for.
Benefits
A negotiation, not a pie chart
Specific items, specific prices, specific asks.
Savings without changing supplier
Most of it is paying one price instead of four.
You find out what you actually buy
Which is usually the surprise.
What it does
Fixes the data before reporting on it
Matches suppliers spelled six ways and items described differently on every order. Every spend tool skips this, which is why their reports are unusable.
Price variance on identical items
The same thing, different departments, different prices. The clearest saving there is.
Finds fragmented spend
Four suppliers who should be one contract, and the volume you would have if they were.
Surfaces maverick spend
What was bought with no purchase order. Invisible by construction, and usually where the worst prices are.
Names your leverage
Where you are a big enough share of a supplier's revenue to ask, and where you are not.
Talks to no supplier
It finds the position. Using it is a negotiation, and that belongs to a person.
What this changes
What this changes about your week
- It takes over
- Cleaning spend data by hand before any of it can be analysed.
- Done today by
- A finance analyst with a spreadsheet and a fortnight.
- How often
- Once a year, before a budget round.
- Typical manual effort
- Most of it is matching suppliers spelled six ways and items described differently on every order.
Why Procurement in particular. Spend tools report on the categories in the data instead of fixing them. 'Office supplies: $340,000' is not something a buyer can act on.
Runs unattended
Started by you or by an event, and it finishes on its own. Nothing waits for someone to be at a desk.
The same standard every time
The two-hundredth item is held to the bar the first one was. Consistency is the part people cannot sustain.
It cannot act on its own
Procurement Spend Analyst has no path to sending, spending or committing. That limit is why its output is safe to act on.
How it runs
This agent runs server-side through the PROMIVO runtime. Each run is logged step by step and every tool call is permission-checked before it executes.
- 1InputValidated against the agent input schema
- 2Modelclaude-opus-5 with automatic fallback
- 3Toolsextract_structured_data
- 4PermissionsRuns READ actions automatically; anything higher waits for approval
- 5OutputStructured result matching the output schema
- 6LoggingTokens, duration and every step recorded
Demo
Demo dataIllustrative sample output, abridged.
Input
{
"period": "FY2026",
"currency": "USD",
"transactions": []
}Output
{
"escalate": true,
"leverage": [
"You are 412,000 with Nordvale. Their published minimum for tier pricing is 250,000, and you are being invoiced at list."
],
"disclaimer": "An analysis of your own spend records. No order or contract has been changed, no supplier contacted, and modelled savings are not realised savings.",
"provisional": [
"Two entities named 'Meridian' may be the same supplier or two unrelated ones. Confirm the tax identifier before counting 31,000 of the total."
],
"priceVariance": [
{
"item": "A4 copier paper, 80gsm, box of 5 reams",
"lowest": 18.4,
"highest": 31.2,
"spreadPercent": 69.6,
"spendAtLowestPaid": 61200,
"differenceIfLevelled": 24800
}
],
"supplierGroups": [
{
"group": "Nordvale Supplies",
"variants": [
"NORDVALE SUPPLIES LTD",
"Nordvale Supplies Limited",
"Nordvale",
"NORDVALE SUP."
],
"confidence": "confirmed",
"annualSpend": 412000
}
],
"fragmentedSpend": [
"Four suppliers cover the same IT peripherals category at 96,000 combined. None of them individually reaches the volume band that starts at 75,000."
],
"escalationReason": "14.2% of reviewed spend has no purchase order, above the threshold, and one item shows a 69.6% price spread.",
"spendWithoutPurchaseOrder": {
"note": "A control finding before it is a saving. Nobody approved these against a budget before the money left.",
"total": 288000,
"percentOfSpend": 14.2
},
"achievableWithoutChangingSupplier": [
"Level the paper price to the lowest you already pay: 24,800 a year, same supplier, same terms."
]
}Requirements
Integrations
No integrations required.
Before you start
- Spend transactions: supplier, description, amount, date, department
- Purchase orders where you have them
- Contracted rates where they exist
- Requires the All-Access plan or higher
Use cases
Before a contract renewal
What you actually spend with them, and what you could ask for.
A cost reduction target
The findings ranked by what is achievable this quarter.
Post-merger
Two organisations buying the same things from the same suppliers, separately.
Annual budget
Built from what you buy rather than from last year plus a percentage.
Pricing
All-Access
Billed monthly through your PROMIVO subscription. Cancel at any time.
Runs consume your plan allowance for agent executions and tokens. See plan limits
FAQ
How does it know two suppliers are the same?
Name similarity, shared identifiers, and the pattern of what is bought. Where it is not confident it says so rather than merging them quietly — a wrong merge produces a saving that does not exist.
Will it switch suppliers or cancel anything?
No. It has no way to place, change or cancel an order, and it contacts nobody. Supplier decisions carry contractual and continuity risk it cannot see.
Do we need clean data first?
No — cleaning it is the product. Clean data would make the analysis trivial and it is exactly what nobody has.
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