Materials Reconciliation Agent
The Materials Reconciliation Agent compares what was ordered and received, from purchase orders and goods received notes in your ERP, with what was installed according to measurements and valuations, and with the BoQ quantity and wastage allowance. It shows the gap by material, by site and by month, and flags losses that exceed the allowance for investigation.
Ideal forCommercial managers
The difference
From 2-3 days per site per month to 2-3 hours
Your commercial team sees material losses monthly while they can still be stopped, not at final account.
Done by hand
2-3 days per site per month
With the Vanine agent
2-3 hours
Time returned to your team
90%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Losses found early
Theft and over-ordering of rebar, cement, cable and copper show up as a gap between received and installed. The agent surfaces it every month.
Wastage against allowance
Each material is measured against the wastage allowance in the estimate, so normal waste is separated from real loss.
Better buying
Over-ordering patterns by site and by buyer feed directly into procurement decisions.
Capabilities
Know where every tonne of steel and bag of cement went.
Built for commercial managers, quantity surveyors, procurement managers and site managers at South African main contractors on building and civil works.
Receipts capture
Reads purchase orders, goods received notes and supplier invoices from your ERP by material and site.
Installed quantities
Reads measured quantities from monthly valuations and bar bending schedules.
Unit conversion
Converts between delivered and measured units, such as bags to cubic metres and bar lengths to tonnes.
Wastage allowance check
Compares the gap with the wastage allowance in the estimate for each material.
Stock on site
Accounts for material stockpiled but not yet installed, using materials on site records.
Loss alerts
Flags materials and sites where losses exceed tolerance, with the underlying transactions.
How it works
From your systems to a result you sign off
Your commercial manager reviews every flagged loss and decides whether it goes to site management or a forensic review.
Connect the places your procurement records already live.
Purchase orders, goods received notes and invoices from SAP, Syspro or Sage, measurements from Candy or WinQS, and bar bending schedules from SharePoint. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- SAP, Syspro and Sage ERP
- Candy and WinQS
- Procore and Aconex
- SharePoint and Excel
Runs monthly after the valuation is closed, or on request in Teams or OpenAI Frontier.
A materials reconciliation in Excel by material, site and month, with a loss exceptions report for the commercial team.
Step by step
- 01
The monthly valuation is closed.
- 02
The agent reads receipts, invoices and measured quantities for each site.
- 03
It converts units and accounts for stock on site.
- 04
It compares the gap with each material's wastage allowance.
- 05
It flags materials and sites outside tolerance with supporting transactions.
- 06
Your commercial manager reviews and decides on follow-up.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Reconcile rebar on the Umhlanga site for September"
- site
- Umhlanga
- material
- Rebar
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your procurement records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your procurement records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your procurement records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR PROCUREMENT RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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