Intake & Demand Capture

Turn intake chaos into one intelligent front door

Procbay centralizes every purchase request into a single, governed entry point. As an intake management solution layer, it auto-classifies demand and routes it into the right workflow catalogue purchase, sourcing/RFx, vendor onboarding, or contract review. This intake and orchestration in procurement accelerates cycle times while tightening spend control and compliance.

Built for Leaders

Built for Heads of Procurement & CIOs

Designed to meet the unique needs of procurement leaders and technology executives.

Heads of Procurement

Replace scattered emails and ad-hoc forms with an structured intake process for purchase requests
Apply policy, thresholds, and preferred supplier rules at submission
Reduce manual triage so teams focus on strategic spend This improves demand management by making intake data consistent and decision-ready.

For CIOs

Standardize internal purchase request flows across business units
Reduce shadow IT by governing tech and SaaS demand earlier
Maintain audit-ready tracking and consistent data across teams

Key Benefits

Faster request-to-action

Auto-route with intake management automation and cut handoffs

Compliance at intake

Embedded controls reduce off-contract and maverick spend

Better requester experience

Guided intake improves completeness and accuracy like modern intake software

Smarter prioritization

Highlight high-value, high-risk, or urgent demand earlier

Full visibility

Track stage, owner, and SLA like modern intake management solution

Capabilities

AI-Powered Capabilities

Auto-classification

Turn free-text into structured categories and required fields with higher consistency

Next-best action

Guided routing recommends the best route—catalog vs contract vs sourcing based on policies and historical patterns

Risk & priority scoring

Detect high-impact requests earlier to reduce late-stage escalations

Explainable + Overrideable

Guided routing speed decisions while governance stays in your control

How It Works

Procurement Powered by AI is a platform that helps you automate your procurement process.

Guided Intake

Classification & Enrichment

Requests route

Live Tracking

Guided Intake

Employees submit requests via web, chat channels, or embedded entry points—simple for users and structured for procurement.

Classification & Enrichment

Procbay interprets request details and standardizes the information so fewer requests come in incomplete or miscategorized.

Requests route

Requests route into the right path (catalog, sourcing/RFx, onboarding, or contract review), and approvals trigger automatically based on policy—supporting guided orchestration and a cleaner purchase requisition approval process.

Live Tracking

Requesters and stakeholders see status, owner, next step, and time-in-stage—reducing follow-ups and improving SLA adherence.

Subheading

Outcomes

30–50% faster request-to-decision cycle time

Accelerate your procurement process with streamlined workflows and automated routing.

20–40% less buyer time spent on triage and rework

Reduce manual effort and focus on strategic procurement activities.

15–25% higher on-contract and policy-compliant spend

Ensure compliance and maximize value through better contract utilization.

60–80% fewer clarification loops

Improve request quality and reduce back-and-forth communication.

Improved SLA adherence across teams and business units

Maintain consistent service levels and meet commitments reliably.

End-to-end visibility from request to decision with audit trail

Track every step of the process with complete transparency and compliance.

Comparison

Why Procbay

See how Procbay Intake & Demand Capture compares to legacy solutions

Feature / Capability	Procbay Intake & Demand Capture	Legacy Intake & P2P Forms
Intake Experience	AI-guided, dynamic forms + chat-based intake	Static web forms and email requests
Classification & Routing	Auto-classifies and routes using ML + policy rules	Manual triage by buyers or shared inboxes
Workflow Orchestration	Built-in orchestration across sourcing, contracts, IT, legal	Fragmented; relies on separate tools or email
Multi-Channel Capture (Slack, Email, Portal)	Fully supported, unified into one hub	Limited channels, often portal-only
Compliance & Risk Controls at Intake	Thresholds, preferred vendors, and risk checks embedded	Often applied later in the process (or not)
Visibility & SLA Tracking	Real-time dashboards for requesters and procurement	Minimal visibility; status buried in emails
Adaptive Learning & Recommendations	Improves suggestions and routing accuracy over time	No learning; rules must be manually updated
Governance & Audit Trail	Complete audit trail from request to decision	Incomplete, spread across systems and inboxes
Time to Value	Configurable templates, API-first, quick to roll out	Heavy customization, long implementation

Integrations

Seamless Integrations

Procbay fits into your existing stack so you can connect intake to downstream execution without re-keying data.

ERP & Procurement Suites

SAP, Oracle, NetSuite, Coupa, SAP Ariba
Custom systems via APIs

Collaboration Channels

Slack, Microsoft Teams
Email
Embedded portals

Workflow Tools

Jira
Other internal workflow systems as needed

FAQs

Browse through our frequently asked questions to find quick answers about ProcBay.

An internal request for goods or services before creating a PO. Procbay captures and routes requests in a governed, trackable way.

Traditional forms collect data but still require manual interpretation and routing. Procbay guides users, structures inputs, and routes requests automatically using policies.

Yes. Cleaner intake and correct routing reduce rework and speed conversion from request to PO.

Yes, questions, thresholds, routing, and approvals can be tailored to match your operating model.

Approvals can trigger automatically based on thresholds, category, region, and risk—reducing delays and escalation loops.

It's both: Procbay standardizes intake, automates routing, and provides visibility—supporting end-to-end request handling.

No. AI provides recommendations; your rules remain the source of truth. Everything is explainable and overrideable.

They can see real-time status, ownership, next steps, and progress—reducing "where is my request?" follow-ups.