Compare Prokuria vs Spreadsheets and Email
Prokuria runs the sourcing event most teams still manage with an Excel RFP template and an email thread as one structured process. AI drafts the request from your spec, or you reuse a template from your own library. One publish notifies every supplier, reminders run on the dates you set, and every response comes back in the same shape, with one record of who did what, and when.
- Composing the request - Prokuria drafts it from your spec, or you reuse a template from your own library and change what moved. In a spreadsheet the starting point is last quarter's file, and every edit is yours to make.
- Getting it in front of suppliers - publish the event once and every supplier on the list is notified, with email alerts and reminders on the dates you set and a live view of who opened, started and submitted. By email that is twenty invitations sent one at a time and a chase list kept by hand.
- Comparing and awarding - Prokuria's AI scores every response into one standardized comparison across lots, line items and scenarios, and the event logs actor, action and timestamp as it goes. An email thread leaves the comparison to be rebuilt and the story of the award spread across inboxes and file versions.
How does Prokuria compare with spreadsheets and email?
Both can get an RFP out the door. Only one of them composes it from a library, sends it to the whole list at once and chases the deadline for you, and that is before a single response arrives.
Scroll to compare
Spreadsheets and email
Sourcing events: RFI, RFP, RFQ
Full workflow, all event types, with lots, line items and scenarios
One template per event, sent as an attachment
AI RFx generation (draft from a spec)
Request templates and reuse
A library of your own request forms, reused on the next event
Last quarter's file, copied and edited
Sending the invitation
Published once, with every supplier on the list notified
One email per supplier, sent by hand
Alerts and reminders
Email alerts and reminders on the dates you set
Diary notes and manual chasers
e-Auctions
Run in the platform
No equivalent
Reverse auctions
Suppliers bid down against each other in one live event
An email thread cannot run a live bid
Sealed bids
Sealed until the deadline, then opened in the event
An emailed file cannot hold a bid sealed
Tenders
Run as a structured event
Not a format a spreadsheet can carry
AI-scored bid evaluation
Standardized and scored
Rebuilt by hand, one comparison tab per event
Suppliers respond without a login
No account to create, and a quick quote can be answered by replying to an email
Replies arrive by email, in each supplier's own format
Supplier tracking
See who opened, started and submitted
Chased by email
Audit trail
Automatic on every event: actor, action, timestamp
File versions and inbox threads, in a best case scenario
Purchase orders, approvals and catalogs
In the same platform
Pricing
At a fraction of the cost vs. other solutions
No license to buy; the cost lands in admin hours
Prokuria adapts to almost any procurement flow, no code, no IT project.
What our customers say about us
Trusted globally by top procurement teams
What makes Prokuria different?
The spreadsheet holds your requirement list. Prokuria turns that list into an event it drafts, sends, chases and scores for you.
01
The request is built, not retyped
Give Prokuria the spec and its AI drafts the RFx, or reuse a request form from your own library and change what moved. Publish it once and every supplier on the list is notified, with email alerts and reminders running on the dates you set, so nothing waits on someone remembering to send it.
02
Every response in one shape, and nothing to chase by hand
Suppliers answer one structured event without creating an account, and for a simple quote a supplier can reply to your email and have the answer land in the event. You see who opened it, who started a response and who submitted, so you follow up with the ones who need it rather than the whole list. When the deadline passes, Prokuria’s AI has already scored the responses into one standardized comparison, so a long line-item list is decided from one view instead of a merged tab.
03
A record that outlasts the award
Every event logs actor, action and timestamp on its own. When a losing supplier or an auditor asks how the winner was chosen, the answer is in the event, next to the comparison that produced it, not reconstructed from an email thread months later.
FAQs about Prokuria vs Spreadsheets and Email
01 Can I keep the RFP template we use today?
You can keep the RFP template you use today. Prokuria is no-code and easily configurable, so the requirement list, units and line structure you work with now become a structured event, and suppliers answer in that same shape. The template is then saved to your own library for the next event, which avoids the mistakes an Excel-run process tends to repeat when the file is both the request and the record.
02 Is Prokuria hard to learn after my team used spreadsheets?
Prokuria is not hard to learn for a team coming from spreadsheets, and 84% of Prokuria users launch their first RFQ within a week. The requirement list you keep in Excel becomes the event structure, so your first RFQ looks like the file your team already fills in.
03 When does it make sense to move sourcing off spreadsheets and email?
Moving sourcing off spreadsheets and email makes sense once you run three or more sourcing events a year, invite four or more suppliers, or need an award decision you can audit. Those are the points where software pays off in Prokuria’s experience, because a spreadsheet process spends its hours normalizing quotes, scoring bids and chasing sealed responses.
04 Can Prokuria replace the spreadsheets we keep after the award?
Prokuria replaces the spreadsheets kept after an award for purchase orders, contracts and budgets, because all three run in the same platform as the sourcing event. Approved purchase requests become purchase orders without a second round of data entry, contracts go into a searchable repository that reminds you before renewal dates, and spend is tracked against budgets set by department.
05 Which should I choose, Prokuria or spreadsheets and email?
Choose Prokuria, and start with the simple end of your list: a supplier can answer a quick quote by replying to an email, with no account to create, and the answer lands in the event rather than in your inbox. Once several suppliers, e-auctions or an award you have to explain are involved, Prokuria runs it as one event, composed from your library and sent to every supplier at the same time, with the comparison and the record produced as you go.
See your next event run in one place
Book a demo and we will run one of your own categories as a structured event, from the request through to a scored comparison.
