Procurement teams · Solution
Soluvide builds a supplier quote comparison system for UAE procurement teams. It reads every quote you receive, whether PDF, Excel, a scanned letterhead or the body of an email, maps each line to the items in your RFQ, normalises units, VAT and terms into one comparison sheet, and flags missing items and conditions that differ. The buyer reviews the sheet and makes the decision.
The problem
What the day actually looks like — described as an operator would, not as a brochure.
You send an RFQ for a list of items. The replies come back over the following days: one supplier sends a branded PDF, another an Excel sheet with their own item codes, a third pastes prices into the email, a fourth attaches a scan of a signed quotation on letterhead. Before anyone can compare, someone has to retype all of it into one spreadsheet.
The retyping is slow, but the real risk is in the details. One supplier quotes per carton, another per piece. One price includes VAT and another doesn't. One supplier quietly substituted a different brand, another left two items off entirely, and a third has a validity of only a few days buried in the footer. These are exactly the things that get missed when a person is copying numbers late in the day.
Then the comparison changes. A supplier sends a revised quote, a new one replies late, or the requester changes a quantity. The spreadsheet is rebuilt, or patched, and nobody is quite sure which version the decision was made on.
So the problem isn't finding suppliers or getting quotes. It's that turning a stack of differently formatted quotes into a fair, like-for-like comparison is manual work, and the mistakes it produces cost far more than the time it takes.
Why the obvious fixes fail
None of them are stupid. They fail because the work itself stays manual — they just move who does it.
It's the obvious request, and some suppliers will. Many won't, especially smaller ones or those quoting from their own system, and you can't afford to ignore a good price because it arrived in the wrong format. You end up with half the quotes in your template and still retype the rest.
ERP RFQ modules work well when suppliers enter prices through a portal. In practice most quotes still arrive by email as attachments, and someone has to key them into the ERP before the comparison screen shows anything. The module stores the result; it doesn't do the reading.
OCR turns a PDF into text, but it doesn't know that "Cable 4mm Cu 100m roll" is item 12 on your RFQ, or that the price excludes VAT. You get the characters without the meaning, and the matching, unit conversion and terms review still fall to a person.
What we build
The honey step is where a person stays in control. Everything else is the typing and checking the system does for you.
Engineering decision. The system does the reading and the lining-up; the buyer does the judging. It never picks a supplier, and when a line match or a term is uncertain it marks it for the buyer rather than guessing, because a wrong match in a comparison is worse than a blank.
Replies to an RFQ are picked up from a procurement mailbox or uploaded by the buyer, and grouped under the right request. Revised quotes replace earlier versions from the same supplier, with the previous one kept for reference.
Each quote is read whatever its format: PDF, Excel, Word, a scanned letterhead or a list in the email body, in English or Arabic. The system extracts line items, quantities, units, unit prices, VAT, payment terms, delivery time, validity and any notes.
Every supplier line is mapped back to the item you asked for, even when the description, code or brand differs. Matches the system isn't certain about are marked for confirmation rather than forced into place.
Units are converted to a common basis, prices are put on the same VAT footing, and currencies are aligned where suppliers quote in more than one. The result is a single sheet where each row is an item and each column a supplier, comparable like for like.
Missing items, quantity mismatches, substitutions, differing payment or delivery terms, short validity and conditions hidden in notes are flagged next to the line they affect. The buyer sees what needs attention without re-reading every quote.
The buyer reviews the comparison, resolves the flags and makes the award, which can be split across suppliers line by line. Once decided, the system can prepare the purchase order in your ERP for the usual approval.
We confirm exactly which of your systems connect during scoping. The system can integrate with:
Engineering decisions
What the fixed price covers, and the things we will not build. Both are written into the scope before we start.
In scope
Not in scope
What you get
Most RFQ comparison systems go live in about three to five weeks. What moves it inside that range is how varied your suppliers' formats are, how clean your item master is, and whether results write back to an ERP. No hourly billing, no surprises.
A short call, then we document how supplier quotes get compared and approved today — including the exceptions and the workarounds people built around it. You get a written scope, acceptance criteria and a fixed price before any build begins.
You get: Scope + fixed quote
Gmail / Outlook, PDF parsing, Excel / Google Sheets and the rest of your stack — no rip-and-replace. Outputs are structured and checked against your own data, not trusted blindly.
You get: Working system on your stack
The human step is tested with the people who will own it before anything goes out. Logging and alerts so problems surface early, documentation your team can read, and you own the code and the accounts.
You get: Approval gate, monitoring, full ownership
Send us a recent RFQ and the quotes it produced, and we'll show you how they'd line up. We reply within one business day, and the price is fixed after a free scoping conversation.
Questions procurement teams ask
If yours isn't here, send it on WhatsApp and you will get a straight reply.
Prefer a form? Contact pageThat's the problem it's built for. Quotes arrive as PDFs, scanned letterheads, Excel sheets, Word files or a list typed into the body of an email, in English or Arabic. The system reads each one and pulls out the line items, quantities, units, prices and commercial terms, whatever the layout. When a document is unreadable or ambiguous, it tells the buyer rather than guessing.
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Services behind this build
Each service page lists exactly what is included and the questions owners ask before they start.