5 ChatGPT Prompts for Procurement

Once we could sit in our day job, use the familiar legacy systems before us and not have to think about the world of possibilities that technology could bring us.

Now?

We're always thinking of what could be better, and how generative AI could support us in simpler, more efficient processes that, most importantly, save us time.

It's no surprise that AI has become an increasingly useful tool in procurement. With automated processes and tools to facilitate communication between stakeholders, it's the perfect time to take advantage of it.

But where's the best place to start? How can AI be used for procurement in a way that really matters?

The Future of ChatGPT for Procurement

ChatGPT currently has around 180.5 million users, with 1.6 billion visits in January 2024 alone. We recently attended Gartner Supply Chain Symposium EMEA where it was said that by 2026, supply chain will reduce headcount by 10.4%, simply due to the fact that AI like ChatGPT is providing greater efficiency to roles. On one side we have supply chain and procurement groups who believe that the saved effort from AI will be redeployed in the future to do alternative tasks, then we have the other side who believe old staff will be removed to replace with a combination of AI and less experienced staff. Either way, AI is becoming its own all-encompassing employee, and we can't avoid it.

It goes almost without saying that we don't fully know the future trajectory of AI in procurement. We can't sit down and predict whether it will eventually do all the work for us or take over our jobs, but that doesn't matter. Let's focus on how it can be an addition to the workplace right now, and what that could look like for a procurement professional.

No matter what your role or industry, it's likely you've dabbled in the possibilities of how AI could improve your everyday job responsibilities. After all, Gartner expect that AI can save 15% PA in supply chain costs in the next 12-18 months alone. With an open box to type in an infinite number of potential queries and statements and asks, users everyday 'trial and error' their way through AI to find the way that works for them.

Since it's not always clear how these greater efficiencies and cost savings can actually be achieved with AI, we've done some of that trial and error for you!

Try Out These 5 ChatGPT Procurement Prompts:

Here's a list of 5 ChatGPT procurement prompts you could start using right now to streamline your procurement processes. Pick the area most relevant to your current procurement focus and play around with the wording to get the response you need.

Sustainability ChatGPT Prompt

You are a (job title) in the (industry) working for [company URL]. How can you make your procurement processes more sustainable? List 5 actionable items you can do to start being sustainable in your procurement role from today, covering carbon footprint, environmental partnerships, ESG goals and ethical sourcing, with specific examples.

Finance ChatGPT Prompt

You are a [job title] working in the [industry] for (company URL). You are working on a (project description). Develop a realistic procurement budget which anticipates potential cost fluctuations. Outline the approach to take and types and impact of the cost fluctuations. 

Sourcing Analysis Prompt

You are a (job title) working in the (industry) for (company URL). You are working with (supplier name) located in (country) and often order (frequency of orders) at a price of (supplier price). Your target is (detail what you want to achieve). Create an in depth spend analysis showcasing methods to achieve cost-reduction whilst not compromising on the quality of the supplier relationship. 

Contract Management / Negotiation ChatGPT Prompt

You are a (job title) in the (industry) for (company URL). You are procuring (project description), your supplier has proposed (supplier proposal) and your ideal contract terms are (contract terms). How can you negotiate this contract effectively in order to meet the demands of both parties?

Supplier Relationship Strategy ChatGPT Prompt

You are a (job title) in the (industry) for (company URL). You've worked with (supplier name) for (number) years. The duration of their current contract is (contract length) and your relationship is (describe how you've worked together so far). How can you improve your supplier relationship management to achieve higher satisfaction for both parties?

Useful Hints for ChatGPT Prompts

Be Wary of Oversharing

When typing in your prompt to ChatGPT, it can feel like you're simply sharing information with a screen, but there isn't enough evidence to show exactly where and how the data you enter is stored, which could be fundamental later down the line, especially if you share something confidential.

It may seem obvious, but when working with prompts especially, security can easily be forgotten. Giving away personal or company confidential details should always be a no-go. Only share what you would usually be allowed to share with external parties, such as job title or industry.

Give ChatGPT Examples to Hone Tone of Voice

If you want ChatGPT to write something for you, why not link to a piece of content already on the web that uses the same tone of voice you're looking for?

Or, if you want to give background knowledge of your company before asking a specific question, how about linking directly to your company website? That saves you copying over the key information.

ChatGPT is like any colleague – the more context you give, the better informed they are to do the job you've asked of them, and therefore the better result you'll receive.

Check out more ChatGPT tips here.

Does ChatGPT Have The Potential To Complement Training Programs?

With AI acting like an 'all hands on deck' colleague, we now live in a digital world where we can learn literally at our fingertips, no matter where we are.

Training programs – whether online, offline, role-based or generic – provide the depth of knowledge you simply can't get from ChatGPT, as well as the human interaction and support that makes achieving a certification feel collaborative and meaningful. However, ChatGPT can be seen as an effective support tool, helping learners to ask questions as they move through eLearning courses or simply gain a second 'set of eyes' on something they have produced.

Top 4 Benefits of Using ChatGPT for Procurement Include:

• Saves valuable time – you will likely have to edit its responses, but it can help produce first drafts of documents such as RFP's, SOWs and other contracts
• Improves communication – it can help you communicate more effectively with suppliers and internal stakeholders too
• Rapid research – quick answers on the spot for whatever question you may have, analyzing data across multiple sources quicker than you could ever read yourself 
• Use AI as a practice negotiation partner – no need for colleague-presence for this one, simply ask ChatGPT to simulate your desired negotiation partner and practice on them

Whilst AI can't replace training for procurement roles, it can certainly complement it, encouraging the curiosity needed to professionally develop and pick up new skills.
If you're interested in hearing more about our AI-powered personalized training plans for procurement teams, explore our online catalog of courses.