Aircraft parts procurement: from email to a managed pipeline

The task

Aircraft component procurement ran on email and spreadsheets: RFQs were parsed by hand, quotes compared manually, and five departments worked in parallel with no stage control or access rules. Delays are expensive here. An AOG request means a grounded aircraft, and every shipment needs FAA 8130-3, EASA Form 1 or COC paperwork checked and alternate P/Ns considered.

What we built

• We put an AI agent on the working mailbox. It reads incoming mail over IMAP and extracts component requests: P/Ns, alternates and analogs across Rotables, Expendables and LLP.
• The agent collects supplier quotes, compares price, lead time and terms, verifies trace documents and notifies the team in Telegram. This loop ran on a live procurement process.
• Industry rules are built in: AOG priority, exchange programs, Incoterms and logistics. Without them, comparing aviation quotes makes no sense.
• We designed a deal-tracking system for procurement. Each deal passes mandatory stages (manager, procurement, logistics, customs, finance), with stage order and role access enforced at the database level.
• We built and deployed a working interface prototype: 11 screens, 6 roles, an order audit log, a full-text parts catalog and management analytics.

Outcome

Full loop

the AI loop ran end to end on a live procurement process, from an incoming RFQ to a team notification. This was a pilot and the figures are our own so far: the client has not confirmed them yet

3

types of trace documents checked by the agent: FAA 8130-3, EASA Form 1 and COC. Like the figure above, it still awaits the client’s confirmation

6 × 6

roles and deal stages in the deal-tracking system. Stage order and access are set in the database schema; counted from the prototype code

11

screens in the working prototype, from the order card with action history to management analytics; counted from the code

Services

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