Overview
FF&E quotation review · exception-based
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Designer specifications, vendor quotations, POs, goods-received notes and invoices are read into one structure. Deterministic checks then cross-reference them item by item: spec against quote, quote against PO, PO against goods received and invoice, revision against revision, vendor against vendor. You only review the exceptions, and each one links back to its document and page. Nothing is approved automatically.
What needs your attention
Highest-severity exceptions first. Click any row to see the evidence.Rule exceptions by check
colour = severityExceptions by vendor, by severity
current quotations onlyEvery item, from design to payment
One row per item code. Coloured cells carry an exception (click for the evidence). A PO issued while the spec still has open deviations, goods billed before they are received, a price that drifts from quote to PO to invoice: each one is caught where the stages meet.Stage done, nothing foundProduct or scope differs from spec / POMoney: price, quantity billed, duplicateSpec column shows the ordered vendor's deviations (all bidders while tendering)
Specification vs quotation
One table per specification sheet. Each row is a requirement from the designer's spec, each column a current vendor quotation. Click a coloured cell to see the evidence.Like-for-like by specification item
Prices are shown as quoted. Where a vendor prices one suite, the total is multiplied by the room count on the spec. Components one vendor includes and another leaves out are flagged, so a lower number is never mistaken for a cheaper offer.Commercial terms
Exclusions and qualifications as printed. These costs sit outside the quoted totals.Project documents
Loaded: HPL's sample set for Four Seasons Resort Mahé (3 specs · 3 quotations from 2 vendors), extracted with the same pipeline.
How the review works
What goes in, what the system does, and where a person decides.1 · You drop
Documents
Designer spec sheets, vendor quotations and their revisions, later quantity matrices and POs. PDFs as received.
2 · AI reads
Read into one structure
Every line: code, dimensions in mm, material and finish codes, fabric, fill, qty, price, and the page it came from. Transcribes only. Never decides.
3 · Rules run
Deterministic checks
Spec vs quote (F1–F8), quote hygiene (Q1–Q6), revision diff, vendor comparison. Same inputs, same result, every time.
4 · You see
Exceptions only
Each one says expected vs found, carries a severity, and links to the source page. Clean lines are not shown.
5 · You decide
Accept · Reject · Query
Design and commercial decisions stay with your team. The decision is logged; nothing is approved by the system.
6 · Goes out
Vendor query · PO
Export the exception list, send it to the vendor or designer, raise the PO once the quote is clean.
The four steps in detail
- Read. Claude reads each PDF into a fixed schema: codes, dimensions in mm, material and finish codes, fabrics, fill, quantities, prices, exclusions, and the page every value came from. It only transcribes. When it spots something odd on the page (a wrong code reference, a spec vs drawing conflict), it records that as an AI observation and leaves the value as printed. Observations are labelled as such in the exception list.
- Normalise. Codes are canonicalised (
LF-305→LF-0305), units converted, and per-suite pricing multiplied by the room count. - Check. Deterministic rules compare documents. There is no AI in this step, so the same inputs always give the same exceptions (see the rule list below).
- Review. Every exception shows expected vs found and links to the source page. Your team accepts, rejects or queries the vendor. The system never approves anything itself.
What this demo does not do yet
- Quantity matrix and layout plans: the specs say “Qty: refer to list” and no list was in the sample set. With the matrix loaded, rule F4 checks every quantity against it rather than only against the spec's per-item counts.
- Material / finish schedule: codes such as
ST-02andFB-01are checked for being referenced. With the schedule loaded, they are checked for meaning as well (e.g. that ST-02 is the stone the vendor offers). - POs and cost reports: your PO and cost-report formats map onto the same item structure (Project → Area → Room type → Item → Vendor → PO → Change order → Final cost). That is the next step.