Turn Vendor Quotes Into Purchase Orders Faster with AI
Automate Vendor Quote entry for purchasing teams in manufacturing — Steelhead's AI reads RFQ replies and PDF quotes, matches tiered pricing, and helps you turn them into Purchase Orders in minutes.
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Product
Turn Vendor Quotes Into Orders Faster with AI Vendor Quote Entry
Identity & metadata
Video title
Turn Vendor Quotes Into Orders Faster with AI Vendor Quote Entry
Date published
September 23, 2026
Duration
2:22
Video type
Feature walkthrough / Tutorial
Audience
Purchasing and procurement teams who process vendor RFQ replies and vendor quotes in Steelhead
Video summary
In one sentence
AI Vendor Quote Entry turns a vendor's RFQ reply or an uploaded quote document into
a ready-to-review Steelhead vendor quote, so purchasing teams stop retyping pricing and start comparing quotes
faster.
a ready-to-review Steelhead vendor quote, so purchasing teams stop retyping pricing and start comparing quotes
faster.
What this video covers
This walkthrough opens with the promise: turn quotes into orders faster with AI Vendor Quote
Entry.
It shows the payoff first — opening a Vendor RFQ that has a reply, using
AI Vendor Quote Entry to pull the reply straight in instead of retyping it, and
selecting a vendor's email reply or uploading a quote document.
Once the job processes, a notification opens the Review screen, with the source PDF beside
everything the AI extracted — quote details matched to the original RFQ, line items, and
price tiers.
It covers adjusting extracted values with one-click revert, reordering and selecting lines, and the Summary
tab for a one-screen view, then creating the quote directly or creating a quote and
purchase order together.
It closes on additional capabilities: uploading a quote document (or photo) from the main dashboard
when a quote doesn't arrive through an RFQ reply, the Settings screen for choosing which
fields to import and controlling entity auto-creation, and extraction rules that teach the AI vendor-
and field-specific conventions like unit conversions.
Entry.
It shows the payoff first — opening a Vendor RFQ that has a reply, using
AI Vendor Quote Entry to pull the reply straight in instead of retyping it, and
selecting a vendor's email reply or uploading a quote document.
Once the job processes, a notification opens the Review screen, with the source PDF beside
everything the AI extracted — quote details matched to the original RFQ, line items, and
price tiers.
It covers adjusting extracted values with one-click revert, reordering and selecting lines, and the Summary
tab for a one-screen view, then creating the quote directly or creating a quote and
purchase order together.
It closes on additional capabilities: uploading a quote document (or photo) from the main dashboard
when a quote doesn't arrive through an RFQ reply, the Settings screen for choosing which
fields to import and controlling entity auto-creation, and extraction rules that teach the AI vendor-
and field-specific conventions like unit conversions.
Problem it solves
Purchasing teams that source from multiple vendors get quotes back as email replies or PDF
attachments and have had to manually retype pricing, line items, and quantity price breaks into
Steelhead — slow, repetitive work that varies by how each vendor formats their quote.
attachments and have had to manually retype pricing, line items, and quantity price breaks into
Steelhead — slow, repetitive work that varies by how each vendor formats their quote.
Key capabilities shown
• AI Vendor Quote Entry launched directly from a Vendor RFQ reply
• Select a vendor's email reply or upload a quote document, then click Create
• Notification when the extraction job is ready to review
• Review screen shows the source PDF next to the AI-extracted quote details
• Quote details automatically matched to the original RFQ
• Line items with prices and quantity price tiers extracted
• Edit any field with one-click revert back to the AI's original value
• Reorder, select, or deselect lines and add new lines
• Summary tab for a one-screen view of the quote
• Create Vendor Quote or Create Quote & PO directly from the review screen
• Upload a quote document or photo from the main dashboard when there's no RFQ reply
• Settings control which quote details and line items import, and entity auto-creation
• Extraction rules teach the AI vendor- and field-specific conventions, like unit conversions, applied automatically on
future imports
• Select a vendor's email reply or upload a quote document, then click Create
• Notification when the extraction job is ready to review
• Review screen shows the source PDF next to the AI-extracted quote details
• Quote details automatically matched to the original RFQ
• Line items with prices and quantity price tiers extracted
• Edit any field with one-click revert back to the AI's original value
• Reorder, select, or deselect lines and add new lines
• Summary tab for a one-screen view of the quote
• Create Vendor Quote or Create Quote & PO directly from the review screen
• Upload a quote document or photo from the main dashboard when there's no RFQ reply
• Settings control which quote details and line items import, and entity auto-creation
• Extraction rules teach the AI vendor- and field-specific conventions, like unit conversions, applied automatically on
future imports
How the demo flows
• Open: turn quotes into orders faster
• Payoff: open an RFQ reply, launch AI Vendor Quote Entry, select the reply or upload
a quote
• Notification opens the Review screen with the source PDF and extracted quote details
• Line items and price tiers; edit and revert values
• Reorder and select lines; Summary tab
• Create Vendor Quote or Create Quote & PO
• Additional capability: upload from the main dashboard without an RFQ
• Additional capability: Settings for import fields and entity auto-creation
• Additional capability: extraction rules for vendor-specific conventions
• Close: let Steelhead do the heavy lifting
• Payoff: open an RFQ reply, launch AI Vendor Quote Entry, select the reply or upload
a quote
• Notification opens the Review screen with the source PDF and extracted quote details
• Line items and price tiers; edit and revert values
• Reorder and select lines; Summary tab
• Create Vendor Quote or Create Quote & PO
• Additional capability: upload from the main dashboard without an RFQ
• Additional capability: Settings for import fields and entity auto-creation
• Additional capability: extraction rules for vendor-specific conventions
• Close: let Steelhead do the heavy lifting
Full transcript
Speaker
Voice over / Host
Transcript
[00:00] Turn quotes into orders faster with AI Vendor Quote Entry.
[00:04] Let's say you send out a request for quote to multiple vendors.
[00:08] [opens a Vendor RFQ reply, clicks AI Vendor Quote Entry] When a vendor replies to your RFQ, open it up, and instead of creating a
new quote manually and having to copy-paste all the information over to Steelhead, use the
AI Vendor Quote Entry button to pull everything over for you.
[00:19] [selects the vendor reply or uploads the quote document, clicks Create] Just select your vendor reply if they sent an email with the pricing, or upload
the quote document and click Create.
[00:28] [clicks the notification] Once it's processed, you can receive a notification that it's ready. Click on that.
[00:32] [opens the Review screen] And here on the left, you can see the PDF attachment it found on the
vendor email.
[00:36] On the right is everything that AI extracted for you.
[00:39] Basic quote details — Steelhead already knows which RFQ this is for, so everything lines
up against what you originally requested.
[00:46] [clicks the Lines tab] Then here are all the line items and their prices and even price tiers as
well.
[00:51] [edits a field] Make any adjustments. You can always revert back to the AI value if needed.
[00:57] Reorder and deselect or select lines, add new lines if needed. Review each line.
[01:04] [clicks the Summary tab] You can use the Summary tab to see it all on one screen as well.
[01:07] [clicks Create Quote & PO or Create Vendor Quote] And if you already know you're going to order this, go directly to Create Quote
& PO or click Create Vendor Quote, and there it is. Extremely fast and simple.
[01:17] Once you have your other quotes in the system, continue with comparing quotes or send
a purchase order for those items.
[01:22] [navigates to the main dashboard, clicks AI Vendor Quote Entry] Another way to do this, as well as some configurations you may want to use
— not every quote arrives through an RFQ reply, so from the main dashboard, you
can click AI Vendor Quote Entry and upload a document or take a photo directly
from here.
[01:35] Then you'll still get the notification and review it as you saw.
[01:38] [opens Settings] Here in Settings, uncheck any quote detail or line item that you don't need to
import. Uncheck any box under Entity Auto Creation if you do not want any new
entities to be created when a match cannot be found in Steelhead.
[01:50] [opens extraction rules] Then, since every vendor writes quotes a little differently, extraction rules let you teach the
AI how to extract information.
[01:56] [creates an extraction rule scoped to a vendor and line item] Let's say we always get quotes with kilograms from finishers' fixings. Put the rule on
that vendor and on line items, each line item, and say, "Convert kilograms to pounds."
Create, then next time you upload a quote, Steelhead will run through any rules you've
set and apply them to the import.
[02:13] Use AI Vendor Quote Entry and let Steelhead do the heavy lifting.
[02:16] See how much time you can save today.
[00:04] Let's say you send out a request for quote to multiple vendors.
[00:08] [opens a Vendor RFQ reply, clicks AI Vendor Quote Entry] When a vendor replies to your RFQ, open it up, and instead of creating a
new quote manually and having to copy-paste all the information over to Steelhead, use the
AI Vendor Quote Entry button to pull everything over for you.
[00:19] [selects the vendor reply or uploads the quote document, clicks Create] Just select your vendor reply if they sent an email with the pricing, or upload
the quote document and click Create.
[00:28] [clicks the notification] Once it's processed, you can receive a notification that it's ready. Click on that.
[00:32] [opens the Review screen] And here on the left, you can see the PDF attachment it found on the
vendor email.
[00:36] On the right is everything that AI extracted for you.
[00:39] Basic quote details — Steelhead already knows which RFQ this is for, so everything lines
up against what you originally requested.
[00:46] [clicks the Lines tab] Then here are all the line items and their prices and even price tiers as
well.
[00:51] [edits a field] Make any adjustments. You can always revert back to the AI value if needed.
[00:57] Reorder and deselect or select lines, add new lines if needed. Review each line.
[01:04] [clicks the Summary tab] You can use the Summary tab to see it all on one screen as well.
[01:07] [clicks Create Quote & PO or Create Vendor Quote] And if you already know you're going to order this, go directly to Create Quote
& PO or click Create Vendor Quote, and there it is. Extremely fast and simple.
[01:17] Once you have your other quotes in the system, continue with comparing quotes or send
a purchase order for those items.
[01:22] [navigates to the main dashboard, clicks AI Vendor Quote Entry] Another way to do this, as well as some configurations you may want to use
— not every quote arrives through an RFQ reply, so from the main dashboard, you
can click AI Vendor Quote Entry and upload a document or take a photo directly
from here.
[01:35] Then you'll still get the notification and review it as you saw.
[01:38] [opens Settings] Here in Settings, uncheck any quote detail or line item that you don't need to
import. Uncheck any box under Entity Auto Creation if you do not want any new
entities to be created when a match cannot be found in Steelhead.
[01:50] [opens extraction rules] Then, since every vendor writes quotes a little differently, extraction rules let you teach the
AI how to extract information.
[01:56] [creates an extraction rule scoped to a vendor and line item] Let's say we always get quotes with kilograms from finishers' fixings. Put the rule on
that vendor and on line items, each line item, and say, "Convert kilograms to pounds."
Create, then next time you upload a quote, Steelhead will run through any rules you've
set and apply them to the import.
[02:13] Use AI Vendor Quote Entry and let Steelhead do the heavy lifting.
[02:16] See how much time you can save today.
Taxonomy tags
Steelhead product area
Purchasing; Vendor Quotes; Vendor RFQs
Feature / module
AI Vendor Quote Entry; Vendor RFQ; Vendor Quotes; Purchase Orders; Extraction rules
Workflow category
RFQ to purchase order; quote entry automation; AI extraction review
Topics covered
AI-extracted vendor quotes; quantity price tiers; one-click revert; Create Quote & PO; upload or photo
capture; extraction rules and unit conversions
capture; extraction rules and unit conversions