Vendor & Budget Analyzer
Compare vendor proposals, score options, and identify budget optimization opportunities instantly
What You Can Do
Upload vendor proposals in any format and Claude automatically extracts pricing, terms, and service levels, then compares them side-by-side using a weighted scoring framework. You'll identify cost variances, compliance gaps, and optimization opportunities across your vendor portfolio—turning hours of manual spreadsheet work into minutes of clear, actionable recommendations.
Features
automatically pulls pricing, terms, and service levels from PDFs, emails, or text
side-by-side analysis across multiple vendors with variance flagging
evaluates vendors on price, compliance, service levels, and custom criteria you define
matches invoices against contracts to identify spending variances and cost drift
flags missing insurance, certifications, liability terms, or data security requirements
generates talking points and market comparisons for renewal conversations
quantifies potential savings from contract consolidation or rate negotiations
Example Output
Example 1: RFP Analysis
| Vendor | Annual Cost | Compliance Score | Service SLA | Recommendation |
|---|---|---|---|---|
| Provider A | $45,000 | 95% | 4-hour response | RECOMMENDED — Best overall value |
| Provider B | $52,000 | 78% | 8-hour response | Higher cost, missing cyber liability |
| Provider C | $41,000 | 62% | 24-hour response | Lowest cost but poor compliance posture |
Recommended Action: Select Provider A. Negotiate 5% volume discount to bring cost to $42,750.
Example 2: Budget Reconciliation
-
✅ Variance Summary:
-
Telecommunications: $2,400 OVER budget (12% overage from undiscounted add-ons)
-
Office supplies: $800 UNDER budget (volume purchasing efficiency)
-
Facilities: Contract terms updated but invoices not adjusted ($1,600 potential recovery)
-
📋 Immediate Actions:
- Review telecom add-ons with vendor — potential renegotiation savings: $2,000/year
- Audit facilities invoicing against updated contract terms
- Consolidate office supply vendors to eliminate redundancy
What's Included
- SKILL.md: Complete vendor analysis framework with scoring methodology
- Vendor Evaluation Template: Pre-built assessment matrix with weighted criteria
- RFP Comparison Checklist: 20+ evaluation categories (pricing, compliance, service levels, risk)
- Budget Reconciliation Workflow: Step-by-step process for contract vs. invoice matching
- Compliance Requirements Checklist: Industry-standard insurance, certifications, and legal terms
Who It's For
- Office Managers — Evaluating vendor proposals and managing procurement decisions
- Administrative Directors — Overseeing multi-vendor contracts and budget reconciliation
- Finance Administrators — Reconciling vendor invoices and tracking budget variances
- Procurement Specialists — Conducting RFP analysis and vendor selection
- Executive Assistants — Supporting leadership with vendor negotiation briefings
Best For
- Comparing 3+ vendor proposals for services or supplies
- Annual or quarterly budget reconciliation across vendor contracts
- Vendor renewal negotiations and rate renegotiation preparation
- Identifying compliance gaps in vendor agreements
- Quantifying cost savings and optimization opportunities across vendor portfolio
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