Stop chasing suppliers across WhatsApp, email, and spreadsheets.
ProcurPilot is the operating system for B2B trading and procurement. From client RFQ to supplier quotes to final quotation — every step lives in one place, with a full audit trail and your margin protected by default.
Procurement runs on chaos.
Until it doesn't.
A typical order touches seven tools and four people before a quote ever reaches the client. Margins leak. Suppliers go silent. Files diverge. The same questions get asked three times.
WhatsApp threads with 9 suppliers
Quotes scroll out of view by lunchtime. The newest price isn't always the right one, and nobody knows which message was final.
Spreadsheets that diverge by the hour
Three versions of the same workbook, none of them current. Procurement, sales, and finance all reconciling separately.
Quotes lost in Outlook subfolders
You know you got the better price somewhere. By the time you find it, the supplier's offer has expired.
Margin eaten by clerical errors
The unit cost went up. Nobody updated the template. You quoted the client at last quarter's price — and ate the difference.
Four steps.
End to end.
No new vocabulary, no implementation project. The flow mirrors how your team already works — but the system holds the state, not your inbox.
Receive the client RFQ
Clients submit through their own portal, or you create the inquiry directly from a phone call or email. Items, quantities, deadlines — captured once.
Send to relevant suppliers
ProcurPilot picks the right suppliers from your directory by product category. Each gets a unique tokenised link — no login, no friction.
Pick the right quote
Side-by-side comparison of price, lead time, and Incoterms. Winners ranked automatically. Award the best fit in one click.
Send the final quotation
Apply margin, generate a branded PDF, send it to your client — directly from the order. Margin warning fires if you forget the markup.
Built for the way procurement
actually moves.
Six core surfaces, each shaped around a real moment in your day. Not generic CRM screens with a procurement skin — purpose-built for trading, sourcing, and distribution operators.
Suppliers don't need an account. They just need the link.
Send a tokenised RFQ email to every relevant supplier. They submit through a dedicated form — no login, no signup, no SaaS pitch. Their quotes land in your dashboard in real time.
- ✓One-click outreach to all suppliers tagged with the right product category.
- ✓Tokenised secure links with automatic expiry — no credentials to manage.
- ✓Quotes auto-populate the comparison view as they come in.
Every quote on one page. Ranked, not buried.
Side-by-side comparison of every supplier response. The best fit is surfaced automatically; you can re-rank by any column. No spreadsheets, no copy-paste.
- ✓Automatic ranking by unit price across all responding suppliers.
- ✓Supplier notes & validity dates captured per response — all context in one view.
- ✓Pending suppliers stay visible. One click to chase, one click to award.
Your margin, protected by the system.
Build a client quotation directly from the supplier quote you picked. Apply markup as a percentage or absolute number. ProcurPilot warns you before you send if margin is missing or below your threshold.
- ✓Margin warning blocks zero-margin sends. No more accidentally quoting at cost.
- ✓PDF quotation generated server-side and attached to the client email automatically.
- ✓Draft or send — and every action is logged on the order timeline.
Your clients get their own login. No more status-update chases.
Each client sees their own catalog, places orders, and tracks fulfilment progress — branded as yours, not ours. You stop being a status-update service.
- ✓Self-serve order placement from a curated catalog you control.
- ✓Order history & live status — clients answer their own "where's my order?" questions.
- ✓Per-client visibility — they only see what's theirs.
Your supplier rolodex. Categorised, taggable, instantly reachable.
A real directory — not a static export from accounting. Assign suppliers to categories so they get included on the right RFQs automatically. WhatsApp them in one click when something's urgent.
- ✓Smart RFQ targeting by product category — no more guessing who to email.
- ✓WhatsApp quick-contact for the conversations that still need a human.
- ✓Active / inactive toggle — pause without deleting history.
Full audit trail. On every order. Forever.
Every action — who sent which RFQ, when each quote arrived, who awarded which supplier, when the client quotation went out — recorded in a timestamped, immutable log. No more "I thought you sent that."
- ✓Timestamped events for every action, automatically — nobody has to remember to log anything.
- ✓Role-based attribution — see who in your team did what.
- ✓Survives staff changes — institutional memory baked into the platform.
For every business that
sits between supplier and client.
If you buy to fulfil — and your margin is the difference — ProcurPilot was built for you. The workflow is the same; the vocabulary adapts.
Trading companies & wholesalers
You buy from manufacturers, sell to end-users, and your margin is the spread. ProcurPilot is built around exactly this motion: structured RFQs out, structured quotes in, structured quotation out — with the margin step that protects your business baked into the flow.
What you get on day one
- →Multi-supplier RFQs by category — no more cc-bombing the whole rolodex.
- →Quotation builder that protects markup against silent supplier price hikes.
- →Client portal that ends "status update?" messages over WhatsApp.
- →Supplier notes and validity dates captured per quote — no detail lost.
- →PDF quotations generated with your organisation name, emailed to clients directly.
F&B distributors & HoReCa suppliers
Multiple restaurants, hotels, and caterers — each with their own catalog, their own pricing, their own delivery schedule. ProcurPilot keeps every account's inquiries, orders, and supplier sourcing separate, while you operate one back office.
Daily orders without daily chaos
- →High-frequency accounts handled from one workspace — one inquiry, multiple suppliers sourced in minutes.
- →Per-client catalogs — each account sees only the products you've assigned to them.
- →Activity timeline catches the "did we deliver Tuesday's order?" question before it's asked.
- →Supplier directory tagged by category (produce, dry goods, dairy, beverage).
Sourcing & procurement agents
You sit between a buyer overseas and a network of factories at home. Every RFQ touches five suppliers, three samples, and two negotiations. ProcurPilot makes the whole motion legible to your client — without exposing your supplier list.
Operate the middle, professionally
- →Tokenised supplier links — they fill a form, no login, no visibility into other suppliers.
- →Client portal shows your branded quotation; your supplier mix stays yours.
- →Compare all supplier responses side by side — ranked by unit price, with notes and validity dates.
- →Margin protection ensures your commission is never quoted away.
Import / export businesses
Multiple suppliers, multiple ports, multiple compliance regimes. ProcurPilot brings every quote response into one workspace — so you compare, decide, and document without losing context across a months-long trade cycle.
The motion of cross-border trade
- →Side-by-side quote comparison — all supplier responses ranked by unit price, no spreadsheet needed.
- →Tokenised RFQ links expire automatically — your sourcing process stays confidential.
- →Activity timeline survives staff handover — months-long orders, fully documented.
- →Multi-tenant isolation — each organisation gets its own isolated workspace and data.
The old way is the
expensive way.
A side-by-side of the daily reality. Most procurement teams aren't using "nothing" — they're using six things, badly. The cost is real; it just hides in time, errors, and lost margin.
The numbers, after
30 days on ProcurPilot.
Composite of self-reported metrics from early ProcurPilot teams. Your mileage varies with order volume and supplier count — but the direction is consistent.
One workflow.
Plans that grow with you.
Start with a 14-day free trial — no credit card required. Upgrade only when your team is hooked. Every plan includes the full RFQ → comparison → quotation → portal workflow.
Try every feature, with your own data. No credit card required.
- ✓1 admin · 5 clients
- ✓50 products in catalog
- ✓20 orders over 14 days
- ✓Full feature access
- ✓Email support
For small trading businesses getting started. Solo or pair.
- ✓2 admins · 25 clients
- ✓300 products in catalog
- ✓150 orders per month
- ✓Full RFQ → quotation workflow
- ✓Branded client portal
- ✓Email support
For growing teams running multiple clients and high RFQ volume.
- ✓5 admins · 100 clients
- ✓1,000 products in catalog
- ✓500 orders per month
- ✓Everything in Starter
- ✓Role-based access controls
- ✓Priority email support
On-premises deployment with custom workflows built around your operation. Quoted per project.
- ✓On-premises deployment
- ✓Custom workflows built for your operation
- ✓Unlimited admins, clients & products
- ✓All existing platform features
- ✓Dedicated onboarding & account manager
- ✓SLA & priority support
The questions buyers
ask before signing up.
If something's missing here, write us — we answer within a business day.
Do my suppliers need to create an account?+
How is my workspace separated from other companies on ProcurPilot?+
Can my clients place orders directly without calling me?+
What stops me from accidentally sending a quote with no margin?+
Can I export orders and quotes?+
How does billing work?+
What's the difference between Starter, Pro, and Enterprise?+
Where is my data hosted?+
Pilot the procurement cycle.
End to end.
14-day free trial. Full feature access. No credit card required. Onboard your first 5 clients and 50 products before you decide if you want to pay us anything.