ProssimaAI
Common Challenges vs. Business Objectives
The Challenge
The Objective
POs stuck waiting for approvals
Reduce procurement cycle time
Invoice mismatches causing payment delays
Improve vendor relationships
Risk of fraudulent vendor payments
Ensure 100% compliance
Manual data entry leading to errors
Increase team productivity
Lack of visibility into spend
Better negotiation outcomes
APPROVAL DELAYS: Unclog Your Process
"A critical PO is stuck in an inbox because the manager is traveling. Production halts waiting for materials."
Before (Manual)
- • Buyer emails manager for approval
- • Manager misses email
- • Multiple reminders sent via WhatsApp
- • PO approved late, missing lead time
Result: Production delays & expedited shipping costs
With ProssimaAI
- Intelligent Routing based on rules
- Automated Escalation after timeout
- Mobile Approvals from anywhere
Result: POs approved 10x faster
INVOICE MATCHING: Eliminate Disputes
"Invoice price is 5% higher than PO. AP team can't process it, payment is delayed, vendor is angry."
Before (Manual)
- • Manual 3-way match (Invoice, PO, GRN)
- • Mismatch found, email sent to buyer
- • Buyer digs for original quote
- • Weeks of back-and-forth
Result: Late fees & strained relationships
With ProssimaAI
- Automated 3-Way Match on receipt
- Instant Mismatch Identification
- Auto-resolution for small variances
Result: 95% touchless processing
VENDOR MANAGEMENT: Verify Risk
"Onboarding a new vendor involves chasing documents (GST, bank details) via email. Compliance is often missed."
Before (Manual)
- • Manual email requests for docs
- • Documents saved in random folders
- • No validation of GST/PAN status
- • High risk of fraud
Result: Compliance gaps & fraud risk
With ProssimaAI
- Self-service vendor portal
- Auto-verification of GST/PAN APIs
- Automated risk scoring
Result: 100% compliant vendor master
ORDER TRACKING: Never Lose Sight
"Where is the material? Buyers spend half their day calling suppliers to ask for status updates."
Before (Manual)
- • Manual phone calls to vendors
- • Updates scribbled in notebooks
- • Production planner has no visibility
- • Surprise shortages
Result: Operational blindness
With ProssimaAI
- Automated email/WhatsApp status requests
- AI reads vendor replies & updates ERP
- Real-time dashboard for all teams
Result: Full visibility without phone calls
MULTI-CURRENCY: Handle Imports
"Import POs have complex exchange rates and customs duties. Manual calculation leads to wrong landed costs."
Before (Manual)
- • Manual exchange rate lookup
- • Excel calculation for duties
- • Wrong cost entered in ERP
- • Margin analysis is incorrect
Result: Financial inaccuracy
With ProssimaAI
- Live exchange rate integration
- Auto-calculation of landed cost
- Multi-currency PO management
Result: Accurate product costing
DATA ENTRY: Eliminate Errors
"Creating POs with hundreds of line items is tedious. One wrong digit in a part number causes chaos."
Before (Manual)
- • Manual typing of line items
- • Fat-finger errors common
- • Wrong item ordered
- • Return and re-order required
Result: Wasted time & wrong inventory
With ProssimaAI
- One-click PO from Requisition
- Bulk upload & validation
- Smart suggestions for frequent items
Result: Zero data entry errors
