Cross-functionalNew · Operations
Purchase intake. Matched before it's a PO.
Matches every purchase request to the governing contract, preferred-vendor terms, and budget policy — flags variances and routes exceptions before a PO is ever issued. Built for procurement teams processing hundreds of intake requests a month.
15 cited fields per request. Built on Sphere AI Foundry.
procurement_intake — request #PR-77410LIVE
00:00Ingest → requestor Marketing Ops, vendor Northwind Creativeread
00:03Contract match → preferred-vendor MSA on filepassed
00:06Rate check → $145/hr billed vs. $130/hr contractedflagged
00:08Budget check → within Q3 cost-center allocationpassed
00:09Disposition → Route to buyer, 1 variancerouted
review time 8sfields cited 15/15buyer sign-off required
Organizations around the world trust us
Built on Sphere AI Foundry·Contract-matched by design·21 years, 300+ clients
Manual intake review doesn't scale with request volume
A single purchase request means a buyer pulling up the requestor's ask, checking whether a contract or preferred-vendor agreement already covers it, verifying the rate against what was negotiated, and confirming budget before a PO gets cut. At low volume that's manageable. Across hundreds of intake requests a month spread across departments, it's the reason maverick spend and off-contract rates slip through.
87%
faster first-pass intake review vs. manual triage
15
fields extracted & cited per request
100%
of variances traceable to a contract or policy citation
Request in, cited match out
Four steps, every one logged and citable back to the source request, contract, and budget.
01
Ingest
Reads the request directly from your systems
Purchase request, requestor details, and vendor quote or SOW — read from your procurement platform, intake form, or email inbox. No separate upload step.
Source document
PR-77410 — Northwind Creative, Marketing Ops
02
Match against contract
Every request checked against contract and vendor terms
Rate, scope, and payment terms — each checked against the governing MSA or preferred-vendor agreement, not a generic policy summary.
Example query
"Is this vendor's billed rate within the contracted range?"
03
Cite every variance
No variance without a citation
Each mismatch or confirmation links back to the exact line on the request and the corresponding line on the contract or rate card — the citation travels with the finding, not as a separate lookup.
Cited finding
Billed rate exceeds contracted rate by $15/hr.
cited to MSA §3.1 rate card04
Classify & route
One disposition, one consolidated variance list
The agent returns In Policy, In Policy-with-tolerance, or Exception, with a consolidated variance list routed to the buyer for sign-off before a PO is issued.
Disposition
In PolicyIn Policy-with-tolerance ✓Exception
15 fields, every one cited
What the agent extracts from every request it reconciles.
Match summary & disposition
Requestor & cost-center verification
Contract / preferred-vendor linkage
Rate variance by line item
Scope-of-work alignment check
Budget & cost-center availability
Payment terms & tolerance check
Duplicate or maverick-spend detection
Consolidated variance list
GL/cost-center coding recommendation
Typical inputs
What the agent reads, and what it connects to.
Documents
- Purchase request or intake form
- Vendor quote, SOW, or proposal
- Master service agreement or preferred-vendor contract
- Budget or cost-center allocation record
Systems
- Procurement / e-sourcing platform
- ERP (general ledger and AP subledger)
- Contract lifecycle management (CLM) system
Is this the right fit?
Built for volume — not a one-off purchase.
✓ Works best for
- Procurement teams processing 200+ intake requests a month
- Organizations standardizing on preferred-vendor contracts and rate cards
- Finance wanting every off-contract variance traceable to source
Too small for
- A single one-off purchase a buyer can check faster than configuring the match
- Replacing buyer judgment on vendor selection or final PO approval
- Spend categories with no existing contract or preferred-vendor terms to match against
Grounded in the contract, not a black box
Compliance-first, the same standard every Sphere agent is held to.
The agent requires a linked contract or preferred-vendor agreement before it will return a disposition, and every match sits between intake and PO issuance — never past it. A buyer confirms every Exception before a PO is cut.
Variances reference your configured tolerance policy and preferred-vendor list directly — the same audit-trail standard every Sphere agent on the Foundry is held to.
Prerequisites linked contract
A linked contract or preferred-vendor agreement is required before a disposition is returned.
Human review required
A buyer confirms every Exception before it reaches a PO — never fully autonomous.
Regulatory grounding policy-aligned
Variances reference your configured tolerance policy and preferred-vendor terms directly in every match report.
Foundation Sphere AI Foundry
Access controls and audit trail configured here carry forward to every other agent you deploy.
Frequently asked
Does the Procurement Intake & Reconciliation Agent replace a buyer?
No. It replaces the manual line-by-line match against the contract. A buyer still confirms every exception and signs off before a PO is issued.
What request types does it support?
Services, SOW-based, and recurring-vendor purchase requests out of the box. Goods and inventory requests can be added during onboarding.
How does it integrate with our procurement platform or ERP?
It reads directly from your procurement platform, ERP, or intake email inbox — no separate upload step required. Integration scope is confirmed during deployment planning.
Is every variance from it traceable to the source documents?
Yes. Every match and variance cites the specific line on the request and the corresponding line on the contract or rate card — there is no finding without a citation back to both source documents.
How is this different from a generic procurement platform?
It's built specifically around contract-matching and a fixed tolerance policy, not a generic intake form or approval router. It runs on Sphere AI Foundry, so the access controls and audit trail configured here carry forward to other agents you deploy.
Hear from
our clientsHear from our clients
Lee Ebreo
VP of Engineering at Credit Ninja
These things would not have been achievable if we did not build our own in-house system and if we did not partner with Sphere to help us achieve our goals.
Selah Ben-Haim
VP of Engineering at Prominence Advisors
Our experience with Sphere and their team has been and continues to be fantastic. We keep throwing new projects at them, and they keep knocking them out of the park (including the rescue of a project that was previously bungled by another vendor).
Ben Crawford
Senior Product Manager at Enova Financial
I would expect to be delighted. It's been a really positive experience, working with Sphere, and I would expect you to have the same.
Mark Friedgan
CEO at CreditNinja
Sphere consistently prioritizes the needs of their clients, demonstrating both agility and teamwork. As an offshore team, they have been an integral part of our organization and we plan to continue growing with them.
René Pfitzner
Co-Founder at Experify
Sphere provided excellent full-stack development manpower to augment our team and help push our product forward. They are easy to work with, tech-savvy and proactive.
Bruce Burdick
Chief Information Officer at Integra Credit
We've been working with Sphere and its excellent consultants since our founding. I've found that they are true partners in the success of our business.
Jemal Swoboda
CEO at Dabble
The resources and developers that Sphere Software provides are skilled and have the required technical expertise, but more importantly, they have helped us build a culture of excellence within our team.
Arthur Tretyak
Founder and CEO at IntegraCredit
With Sphere, we were able to migrate in half the time it would take to train an additional FTE… and for a fraction of the cost. Our experience with Sphere has been exceptional.
Lee Ebreo
VP of Engineering at Credit Ninja
These things would not have been achievable if we did not build our own in-house system and if we did not partner with Sphere to help us achieve our goals.
Selah Ben-Haim
VP of Engineering at Prominence Advisors
Our experience with Sphere and their team has been and continues to be fantastic. We keep throwing new projects at them, and they keep knocking them out of the park (including the rescue of a project that was previously bungled by another vendor).
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Start here
See it on your own requests
Bring three real purchase requests to the demo. We'll show the match output live — disposition, citations, and the consolidated variance list, on your own documents.
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Talk to a solutions architect
Direct to a senior architect — never a sales queue. Replies within one business day.
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