An end-to-end procurement system that ingests supplier price lists, ranks the best offers across suppliers, and drafts purchase orders back out, all inside the WhatsApp threads the team already lived in
A multi-location Brazilian restaurant group runs procurement across dozens of meat, produce, and dry goods suppliers. The team manages hundreds of purchase orders monthly, with supplier quotes arriving as unstructured WhatsApp messages listing dozens or even hundreds of line items. Before automation, every single price had to be read, typed into a spreadsheet, and manually compared across suppliers. It was slow, error-prone, and nobody's favorite part of the job.
Supplier price lists arrived via WhatsApp as long, unstructured text messages in Portuguese. A single message might contain 50 to 100 line items with prices, units, and brand names. The procurement team had to read each one, type every item into a spreadsheet, convert units for fair comparison, and cross-reference prices across multiple suppliers.
The team needed a way to keep working in WhatsApp, where their suppliers already lived, without paying the manual data entry tax every single week.
SureStep Automation was tasked with building a system that could read those messy WhatsApp messages, extract clean structured data, normalize units, and surface the best supplier for each line item without anyone touching a spreadsheet.
SureStep Automation built a WhatsApp bot that receives supplier price lists, uses Claude AI to extract structured data from each message, and automatically compares prices across every supplier in real time.
Claude AI reads unstructured Portuguese price lists and pulls out every line item, price, unit, and brand name into clean, structured data. No manual data entry required.
The system normalizes units (kg, g, L), ranks suppliers by price, applies brand preferences, and highlights the best deal for each item across every quote received that week.
Items with unit mismatches, unusual price swings, or low AI confidence get flagged for human review, so the team only spends time on the items that actually need attention.
Every extraction and comparison writes to both PostgreSQL and Google Sheets simultaneously, so the team can work in their preferred tool without anything falling out of sync.
The full flow takes about 30 seconds end to end. Suppliers send their messy WhatsApp price lists the way they always have, a web app cleans and ranks every line item, and the team approves a single batch of auto-generated orders that fly straight back out on WhatsApp. No spreadsheets, no copy-paste, no missing quotes.
Suppliers send price lists the way they always have, as long unstructured WhatsApp messages in Portuguese. The bot captures every line item without anyone copy-pasting a thing.
One click runs the comparison engine, normalizes units, and tags the winning supplier per line item with a green "Melhor" badge. No manual cross-referencing.
The system writes the purchase order in clean Portuguese, formatted for WhatsApp, and the team approves and sends every order in one batch. Suppliers never have to leave the channel they already use.
Our procurement was all over the place. WhatsApp messages, phone calls, spreadsheets. SureStep Automation built us a system where we manage everything through WhatsApp now. Orders, supplier quotes, tracking. It cut our procurement time in half and we stopped losing quotes. The tech felt like magic.
Whether it's procurement, sales, or internal workflows, SureStep builds automation that fits the way your team already works.
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