The Quote Negotiation Agent automatically assigns one of five spend categories to each case based on the uploaded quotes. Each category determines which analysis template, default fields, and negotiation tactics are applied. This ensures that the comparison framework and extracted data are tailored to the specific type of purchase you're evaluating.
The Five Spend Categories
The agent classifies every quote into one of these five categories. Each comes with its own set of default comparison fields:
1. Direct Materials & Components
Physical goods that become part of the end product or are consumed in production.
Examples: raw materials, castings, bearings, hydraulic parts, electronic components, fasteners, fabrications.
2. Capital Equipment & Assets (CapEx)
Depreciable assets with significant upfront investment.
Examples: production machinery, material handling equipment, vehicles, IT infrastructure, facility systems, major equipment.
3. Software, IT & Digital
SaaS subscriptions, perpetual licenses, and cloud services.
Examples: enterprise software (ERP, CRM), engineering tools (CAD, PLM), productivity tools, cybersecurity platforms, data analytics services.
4. Professional & Consulting Services
Project-based or time-based engagements with external experts.
Examples: management consulting, legal services, financial advisory, marketing agencies, IT consulting, recruitment, engineering consulting.
5. MRO, Facilities & Operational
Indirect goods and services that keep the business running.
Examples: spare parts, IT hardware, consumables, PPE, tools, office supplies, facility services, packaging, logistics.
How Category Assignment Works
When you upload quotes, the agent reads the documents and automatically selects the best-fit category. The assigned category appears as a badge on the thread, making it immediately visible.
The agent looks at supplier descriptions, product types, pricing structure, contract terms, and other contextual clues to make this determination. In most cases, the automatic assignment is accurate on the first pass.
What if the Category is Wrong?
Category assignment is not final. You can change it at any time via the thread chat (Ask Me Anything feature).
Example: "Change the spend category to Capital Equipment & Assets."
When you change the category, the agent will:
- Re-process the quotes using the new category's analysis template
- Reset the default fields to match the new category
- Re-extract and re-organize data according to the new framework
- Preserve any custom fields or calculated fields you've already added
Callout Tip: More granular product groups below the five main categories are planned for future releases, enabling even finer matching and more specialized analysis templates.
How Fields Differ Per Category
Each section of the comparison adapts its default fields based on the assigned spend category. This ensures that you're evaluating the right metrics for the type of purchase you're making.
Award Criteria
The same core fields appear across all categories (Actions, Quote Cost, Target Cost, Payment Terms, Lead Time, Requirements Fit, Key Strength, Key Weakness), but how data is extracted and prioritized adapts:
- Direct Materials: Quote Cost reflects unit or batch pricing; Lead Time is critical
- CapEx: Quote Cost reflects Total Cost of Ownership, including installation and ongoing support
- Software: Quote Cost reflects Total Contract Value (recurring + one-time)
- Professional Services: Quote Cost reflects Total Project Cost; Success Criteria are emphasized
- MRO: Quote Cost reflects itemized unit pricing; Lead Time and flexibility are important
Items (Line-by-Line Details)
Fields vary significantly depending on what you're purchasing:
- Direct Materials: Unit Price, Price Tiers, Item Description, Internal Article No., MOQ / Pack Size
- CapEx: Equipment Base Price (POS X | Asset Name), Options / Extras, Asset Description
- Software: License Price (POS X | Product / Module), Price Tiers, Item Description, Metric, Features Included
- Professional Services: Rate (Hourly / Daily) (POS X | Role), Role / Seniority, Item Description, Quantity (Days / Hours)
- MRO: Unit Price (Base) (POS X | Item Name), Price Tiers, Item Description, EAN / MPN
Cost (Breakdown & Totals)
The cost structure and supporting components differ by category:
Direct Materials:
- Items Total
- Tooling / Setup Costs
- Logistics & Freight
- Customs & Duties
- Surcharges
- → Total Cost
CapEx:
- Equipment Total
- Installation & Commissioning
- Customs & Duties
- Logistics & Freight
- → Total Cost of Ownership
Software:
- Recurring (Annual Recurring Revenue / ARR)
- One-time Implementation
- Uplift Cap
- → Total Contract Value
Professional Services:
- Fees Total
- Travel & Expenses
- → Total Project Cost
MRO:
- Items Total
- Logistics & Freight
- Customs & Duties
- → Total Cost
Terms & Conditions
Different category types have different contractual priorities:
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Direct Materials: Payment Terms, Incoterms, Lead Time, Delivery Date, Warranty Period, Quote Validity
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CapEx: Payment Terms, Lead Time, Warranty Period
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Software: Payment Terms, Term Length, Renewal Mechanics, Termination & Exit Rights, SLA / Uptime
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Professional Services: Payment Terms, Notice Period, IP Rights, Location & Work Mode
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MRO: Payment Terms, Incoterms, Lead Time, Warranty Period
Qualitative / Technical
Different focus areas based on what matters most for each category:
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Direct Materials: Technical Compliance, Certifications, ESG / Sustainability, Geopolitical Risk
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CapEx: Safety & Compliance Standards, Supplier Service Capability, ESG / Sustainability, Geopolitical Risk
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Software: Support Level, Security & Compliance, Integrations & APIs, Data Portability, ESG / Sustainability, Geopolitical Risk
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Professional Services: Team Profile, Methodology, Success Criteria, ESG / Sustainability, Geopolitical Risk
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MRO: ESG / Sustainability, Geopolitical Risk
Quote Details (Supplier & Context)
These fields are the same across all categories: Supplier Name, Supplier Location, Company Headcount, Quote Timestamp
Dynamic Custom Fields
Beyond the default fields that come with each category template, the system may add additional custom fields on the fly when the quote content warrants it.
Example: A CapEx quote might surface "Training Costs" or "Maintenance Contract" as additional rows in the Cost section if the supplier's proposal includes them.
These dynamic fields adapt the comparison to each specific quote, not just to the broad category. They allow the agent to capture unique terms, add-ons, or risks that don't fit the standard template.
You can manage these system-created fields the same way as default fields: show, hide, or remove them via the Configure Table dialog on each section card.
Next Steps
- Review the assigned category on your thread. If it doesn't match your intent, change it in the chat.
- Explore the default fields in each section — they're tailored to your category.
- Add custom fields or calculated fields to further refine your analysis. See Configurable Tables & Calculated Fields for details.
- Use the section chat on each section card to adjust fields or re-extract data as needed.