For procurement and finance
FM360AI puts purchasing, vendor management, approvals, budgets and petty cash in the same system as the maintenance work, so cost and cause are never separated.
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The situation
Vendors send PDFs in different layouts and someone retypes them into a spreadsheet.
Decisions are made in emails and messages that nobody can reconstruct later.
The budget shows what has been paid, not what has been promised.
Registration documents, bank details and performance sit in different folders.
How FM360AI helps
Invite a vendor by email and they register themselves, uploading the company documents you require. Registration is approved through a workflow before the vendor is qualified.
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Vendors submit through a link, or you upload their document and AI extracts the lines. FM360AI scores the quotations and recommends a vendor with its reasoning.
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Approval templates define who approves each document type, in what order, and above what amount or budget utilisation. Every decision is on the document's timeline.
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Approved purchases reserve budget, payments convert it to spend and closed orders release the remainder, month by month and ledger by ledger.
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In practice
An example of one purchase moving through the system.
The supervisor raises a purchase request from the ticket. It is approved the same morning from a phone.
Three qualified vendors receive the request by email and WhatsApp with a link to submit.
Two vendors submit through the link; the third sends a PDF, which is uploaded and read by AI.
The comparison recommends a vendor. Procurement awards it and the others are notified.
The purchase order exceeds the first threshold, so it passes two approvers. The amount is committed against the HVAC ledger.
The delivery is logged and quality-checked, the payment request approved and the invoice recorded.
Where it suits well, and what it does not cover today.
Yes. An RFQ sends each vendor a secure link by email or WhatsApp. They open it and enter or upload their quotation without needing an account.
It fills in the form for a person to check, and it is designed to save typing rather than to be trusted blindly. Review the vendor, lines and totals before saving, particularly for long documents, since only the first page of a PDF is read.
Yes. Each stage in an approval template can apply above a monetary amount or a budget utilisation percentage, and stages can be marked as skippable.
There is no direct integration. Budget analytics and petty cash reports can be exported to Excel for use elsewhere.
Tell us how requests reach your team today and what you maintain. We will walk you through the product on a call, using the workflows that matter to you.
