How to use ChatGPT in procurement: 5 prompt examples

Procurement is much more complicated than ordering a T-shirt off Amazon. You’ve got to find the right vendors, iron out contracts, plan orders, and make sure everything gets paid for on time. And along the way, there’s endless paperwork. Throw in a supply chain disruption or two, and your to-do list is overflowing. 

But you don’t have to do it alone. A 2025 McKinsey study found that 40 percent of organizations already use generative AI in procurement. Tools like ChatGPT save time by quickly generating vendor emails and other content. AI can also summarize data and offer guidance for improving your processes. 

ChatGPT works best when you give it clear prompts and structured inputs. Here’s how to use ChatGPT in procurement, so you can spend less time squinting at paperwork and chasing down vendors.

Build faster with Jotform AIDescribe what you need, and let Jotform AI build it for you instantly.

Get Started Now

Procurement use cases with ChatGPT

Using AI in procurement lets you offload those repetitive tasks cluttering your to-do list. This frees up your time and mental energy for big-picture decisions. For inspiration, here are five ChatGPT use cases for procurement. 

1. Reviewing contracts

ChatGPT can’t replace your legal team, but it can help you quickly interpret and summarize contracts. This makes it easier to catch sneaky clauses or unclear wording. Instead of waiting days for an official legal review, you can immediately get a sense of what’s at stake. 

Sample prompt: This is a contract between my company and a social media marketing agency. Explain my obligations in plain language and flag any clauses that seem unusual or risky for my organization. Give the results in a bullet-point list. 

ChatGPT will analyze the contract and summarize it in a bulleted list with reader-friendly language. It will also spotlight potentially problematic clauses, such as a statement that the vendor won’t reimburse your company under any circumstances. 

2. Drafting emails

The procurement process works better if you have strong relationships with suppliers, which takes consistent communication. Stay on top of your inbox by using ChatGPT to draft routine emails, such as purchase orders and requests for discounts. If you’re working with international vendors, it can even translate your messages into other languages. 

Sample prompt: A supplier promised to deliver appliances last Friday, but it hasn’t arrived. Write a tactful but firm email asking for an immediate update on the status of the order. Include a polite reminder that my construction project can’t move forward without these items. 

In response, ChatGPT will generate a courteous inquiry about the shipment with a polite reminder that you need the appliances ASAP. This is much faster than writing and rewriting an email from scratch, especially when emotions are running high. You might feel frustrated, but ChatGPT won’t.  

3. Making strategic decisions

Buying products on an ad hoc basis can quickly turn into a disorganized and expensive mess. An effective procurement strategy helps you plan your purchases and keep everything moving smoothly. Get started by asking ChatGPT to assess your current system and offer recommendations. 

Sample prompt: Here are my company’s purchase orders from last year. Analyze them for areas we might be overspending and places we could save money. Based on these findings, suggest five actionable ways to reduce our budget. 

ChatGPT can only interpret structured data, so don’t try to upload an Excel spreadsheet with this prompt. Instead, you could organize your purchase orders into a formatted table or a list. The AI tool will use this information to flag wasteful spending and provide actionable recommendations. For example, it might suggest ordering all your supplies at the beginning of the month for bulk discounts. 

4. Developing a procurement capability model

A procurement capability model helps you turn scattered workflows into the most efficient and strategic buying processes. It starts by figuring out your organization’s strengths and weaknesses in this department. Once you’ve got an overview, you can create a roadmap for improving everything. ChatGPT can kickstart this process with an unbiased assessment. 

Sample prompt: I’m uploading a diagram of my company’s current procurement processes and skills. Create a brutally honest list of strengths and areas for improvement. Then suggest practical ways to improve it, including helpful software. 

Based on your visualization, ChatGPT analyzes your procurement capabilities and highlights gaps or bottlenecks. It also recommends the best procurement tools, such as AI software that detects supplier fraud.

5. Processing vendor paperwork

Here’s a familiar scenario: A new vendor sends you all their onboarding paperwork, but they forget to fill out the last page on a critical form. You send it back, but they don’t respond to your email for days. Suddenly, you’re behind schedule, and you haven’t even placed your first order. 

Stay organized by using ChatGPT to write clear and simple forms. That way, vendors are less likely to skip steps. 

Sample prompt: Create a supplier registration form including contact details, banking information, and insurance policy numbers. Make it easy to understand and only gather essential data.

ChatGPT will generate a simple form asking for all the information you’ve listed. 

Use ChatGPT with Jotform

While ChatGPT can assist with basic procurement tasks, the Jotform ChatGPT App adds even more capabilities. This tool lets you use the Form Builder directly inside ChatGPT. All you need to do is call the app by name in a ChatGPT conversation. 

From there, you can easily create and refine forms right inside the platform. Once submissions roll in, ChatGPT analyzes them for insights and generates follow-ups. You don’t even need to switch tabs. 

Key features of the Jotform ChatGPT include 

• Native delivery inside ChatGPT conversations, so you don’t need to use third-party tools 
• Live editing 
• The ability to refine forms by asking ChatGPT to add or remove fields, rewrite questions, change the styling, and more
• Jotform Tables Management allows you to retrieve submissions for specific forms, such as vendor evaluations, and apply filters or summarize them 
• Generated sales templates via prompts 

Use this tool for standardized intake throughout your procurement processes. For example, create forms for internal approvals, RFQs, risk questionnaires, spend requests, and vendor evaluations. By gathering structured inputs, these forms let you write better prompts for ChatGPT than ad-hoc chat entries. 

How to use ChatGPT in procurement with the Jotform App

Need to create a new vendor onboarding form? Here’s how to use ChatGPT to automate tasks: 

1. Start a new conversation in ChatGPT. 
2. Type in the name of the Jotform ChatGPT App to connect to your account. 
3. Prompt ChatGPT to generate a vendor onboarding form. List all the information you’ll need.

4. Use prompts to edit, reorder, and rename sections. 
5. Prompt ChatGPT to change the design to match your company’s branding.

6. Share the form with vendors to collect responses. 
7. Stay on top of submissions inside ChatGPT by asking it to flag missing information and summarize data. 

Even a seasoned procurement professional may spend hours perfecting forms. With AI, you can quickly create the form, customize it, and analyze the submissions. And it happens in a single conversational workflow. Convenient.

If you want to create powerful forms, set conditions and match your forms with your brand, while harnessing the power of AI, you can also try Jotform’s own native solution Jotform AI.

Transform your procurement workflows

ChatGPT improves the efficiency of every step in your procurement process, from researching and communicating with prospective vendors to analyzing your spending. For best results, though, you’ll need structured input, not random spreadsheets. 

That’s why ChatGPT and Jotform work well together. Use ChatGPT to write content and analyze form submissions. Meanwhile, the Jotform ChatGPT App captures and manages consistent procurement data. Together, they level up your whole game.