AI Agents in Fluenta One Processes – Real Value Creation in Daily Procurement

One of the key elements of our Fluenta One e-procurement platform's efficiency is the integration of AI agents, which are not sci-fi concepts but concrete supporters of everyday procurement processes. These agents help free procurement professionals from administrative burdens through automation of routine tasks, data-driven decision support, and proactive alerts. Below, we present some key examples of how our agents support solving real procurement challenges. Many more applications are possible based on your specific needs.

Automatic Supplier Related Data Maintenance

he Fluenta One AI agent periodically monitors supplier-related data and documents, and automatically alerts when any changes occur or deficiencies are detected. No more need to manually check data currency – the agent automatically:

• Detects expiring certificates and permits
• Alerts about missing or outdated documents
• Suggests updates or additions to data
• Sends scheduled reminders about necessary reviews

At a mid-sized company where data for 200+ active suppliers needs to be kept up-to-date, this can save up to 20-30 working hours per month.

Automatic RFQ Generation and Processing

The traditional Request for Quotation process is extremely time-consuming with many manual steps. The Fluenta One AI agent:

• Automatically generates RFQs based on internal requirements
• Sends these to relevant, pre-qualified suppliers
• Organizes and makes incoming offers comparable
• Highlights important discrepancies and anomalies
• Suggests the best offer based on objective criteria

This not only results in a faster process but also ensures transparency and the best procurement decisions.

Proactive Tracking of Procurement Processes

The Fluenta One system tracks procurement processes in real-time and ensures smooth process management through its effective workflow engine:

• The workflow engine automatically escalates approvals that are behind schedule
• The system sends reminders about upcoming deadlines
• Intelligent process design allows for the creation of alternative routes in case of bottlenecks
• The activity log automatically records every step of the process

In a high-volume procurement department, structured process management can shorten procurement cycle time by up to 40-50% while minimizing errors resulting from human oversight.

Intelligent Contract Management

Contract management is still a manual process at many companies, with significant potential for errors. The Fluenta One contract management agent:

• Automatically identifies expiring contracts
• Initiates contract renewal processes in a timely manner
• Alerts to unfavorable or unusual contract terms
• Makes suggestions for contract content based on previous contracts
• Verifies compliance with legal requirements
• Warns if contract changes carry higher risk than before
• Compares current and previous contracts, highlighting changes
• Provides auditable change tracking
• Automatically updates the contract registry

This ensures that no important contractual deadline is overlooked and that all key conditions undergo proper review.

Efficient Invoice Verification and Reconciliation

Processing and approving invoices is a critical but extremely repetitive task. The Fluenta One platform's automation capabilities:

• Structured process for comparing purchase orders, deliveries, and invoices
• Automatic alerts in case of discrepancies
• Intelligent workflow for handling non-matching items
• Rule-based preparation for the approval process

With our clients, this structured approach has reduced the time spent on invoice reconciliation by an average of 70% and significantly improved payment discipline.

Transparent Procurement Data, Better Decision Making

The Fluenta One platform not only collects data but presents it in a transparent, easily understandable form:

• Customizable procurement dashboards
• Real-time status reports on ongoing procurements
• Comprehensive reports on procurement performance
• Category and supplier-based data visualization

This transparency helps procurement leaders in fact-based decision making and more accurate development of procurement strategy.

Unified, Seamless Operation

Fluenta One AI agents do not operate in isolation but work closely together to form a unified system. Information automatically flows between each process step, ensuring the efficiency and transparency of the entire procurement cycle. This is not a futuristic concept but a reality already operating in our clients' daily lives.

Real Results, Measurable Efficiency Increase

The efficiency of Fluenta One does not depend on a single technology, but on the cooperation between the declarative workflow engine and intelligent AI components. This hybrid approach – where structured processes and adaptive intelligence work hand in hand – ensures measurable benefits:

• 40-60% time savings in administrative tasks thanks to the combination of workflow and AI support
• 15-25% reduction in procurement process lead times through more efficient process management
• 8-15% direct cost savings as a result of more accurate and faster procurement decisions
• 70%+ reduction in the occurrence of manual errors through the combined use of structured workflow and intelligent checks

The goal of our solution is not to replace human expertise, but to complement it and free it up for truly value-creating tasks. On the Fluenta One platform, declarative processes provide consistency and reliability, while AI components add adaptability and intelligence to the system. This allows procurement professionals to finally focus on what they're really good at: strategic decisions and developing supplier relationships.