Aircraft parts procurement: from inbox chaos 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 monitors 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 specifics are built in: AOG priority, exchange programs, Incoterms and logistics handling.
• We designed a procurement operations system: each deal passes mandatory stages — manager, procurement, logistics, customs, finance — with stage order and role access enforced at the database level.
• We shipped a working interface prototype: 11 screens, 6 roles, an order audit log, a full-text parts catalog and management analytics.

Outcome

Full loop

full AI loop on a live procurement process — from incoming RFQ to team notification; confirmed by the owner

3

types of trace documents checked by the agent: FAA 8130-3, EASA Form 1, COC; counted from the owner's brief

6 × 6

roles and deal stages in the operations system, enforced in the database schema; counted from prototype code

11

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

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