Yearly running cost Assuming 6,000 requests a year
By hand $135K / year 3,000 hours of work
Subscription n.a.
This workflow $378 / year Machine usage only; setup, hosting and review are extra. How should purchase requests enter the queue? Route purchase requests to the right approver and check that a new vendor has supplied the required documents.
One request includes up to 10 text document extracts.
Review from exports Routed request and missing-document list $1,152 – 3,240 setup Create procurement review tasks Add an authorized system connection $1,440 – 4,200 setup
Which system should it connect to?Internal procurement API Approved service desk API No supplier approval, bank-detail changes, purchase commitments or payments. Approvers retain decisions and verify sensitive vendor information independently.
What is included Use a fixed approval matrix and a versioned vendor checklist. Read text exports rather than opening untrusted attachments automatically. Document presence is not proof of authenticity.
Use a fixed approval matrix and a versioned vendor checklist. Read text exports rather than opening untrusted attachments automatically. Document presence is not proof of authenticity.
Approval paths: up to 20 matrix rules.
Model input budget: up to 10,000 tokens across the reference run.
Model output budget: up to 1,500 tokens across the reference run.
Standard independent test set: at least 100 requests.
Strict independent test set: at least 200 requests.
Reference application CPU: 2 cores.
Reference application memory: 4 GB.
What standard do you need? Choose the acceptance targets your provider must demonstrate on your own test material.
Standard Test the defined workload and controls. Correct approval route: ≥98% Missing documents identified: ≥95% Included Strict Tighter targets and a larger independent test set. Correct approval route: ≥99% Missing documents identified: ≥98% Setup +$360 – 1,200 My own requirements Agree different targets and scope with your provider. Quote separately
How these standards are measured Hold out suppliers and request types. Include currency ambiguity, expired documents, duplicate events, split purchases and fraudulent bank-change requests. Agree the holdout set before tuning. Report each metric with its numerator, denominator and exclusions; abstentions count against coverage. Test all inputs, including failures, rather than only accepted results.
Targets for your selected standard What is checked Target Correct approval routeRequests assigned to the correct rule-defined approver divided by all test requests, including missing-budget cases. ≥98% Missing documents identifiedRequired missing or expired documents identified divided by all labeled missing or expired documents. ≥95% Correct request detailsCorrect required values divided by all required request fields; omitted and invented values fail. ≥98% Approval and data controlsPassed control cases divided by all independently tested unauthorized-action, stale-input and sensitive-data cases; any critical failure rejects delivery. ≥100%
Targets apply to the agreed independent test set, not every possible future input. During the pilot, a person reviews every result. Any unauthorized action or sensitive-data exposure fails acceptance.
How quickly do you need each request? Choose the time from accepted input to a reviewable request. Human review and waiting for source access are separate.
Within 60 seconds Included Within 30 seconds Setup +$144 – 480 Within 15 seconds Setup +$288 – 840
Timing details Measure wall-clock time including queueing, model calls, validation and permitted retries. Report failures and deadline misses. Faster targets need pilot testing; they are not vendor benchmarks.
The target applies to at least 95% of agreed test runs, with 1 in progress at a time.
How much should each request cost? Choose a machine-cost target per request. A lower cap may limit model calls and iterations.
Up to $0.25 Included Up to $0.20 Setup +$144 – 480 Up to $0.15 Setup +$288 – 840
Cost details Includes reference model usage, a retry allowance and allocated hosting at the stated volume. Human review, source-system subscriptions and paid connector access are separate. A tighter target must preserve the selected standards in the pilot.
Reference machine cost: $0.12 – 0.18 per request at 500 requests a month. The selected cap is a target to test, not a replacement for this estimate.
Where do you want it to run? Run the workflow in your cloud or on your own machine. Choose separately whether it may use an external AI model.
Run it onYour cloud Local environment AI model accessApproved model API No external model calls
Data and access details Run in your controlled cloud environment with scoped access and retained review records.
Use an approved external model with the agreed data-processing terms and minimum necessary input.
Local hosting does not itself keep data offline. Connected business systems may still use the network. Private inference needs suitable hardware and a separate measured running cost; access and retention rules must be agreed before real data is used.
How do you want to use it? Choose a browser interface, an MCP tool for your current agent, or a standalone agent.
Web page Review each request in a private browser interface. Included Your AI agent Call the workflow through MCP; the same access and approval rules apply. Setup +$72 – 360 Standalone agent Use a dedicated agent with the agreed triggers and controls. Setup +$144 – 480