The vendor research problem

You need quotes from 5 suppliers. Each call involves:

  • Dialing the number
  • Navigating the IVR ("Press 1 for sales, press 2 for...")
  • Waiting on hold (average: 10-15 minutes)
  • Explaining your needs
  • Asking your questions
  • Taking notes
  • Requesting follow-up info

Total time: 30-45 minutes per vendor = 2.5 to 4 hours for 5 vendors.

And that's if everyone answers. Callbacks, voicemails, and missed connections add more time.

How AI changes vendor research

With KallyAI, you write one brief and submit it for each vendor. KallyAI:

  1. Calls each vendor
  2. Navigates their phone system
  3. Waits on hold (you don't)
  4. Asks your questions
  5. Collects answers in a structured format
  6. Provides full transcripts

Your time: 5-10 minutes to set up the calls.
Results: Delivered to your inbox with transcripts.

Step-by-step: Using AI for vendor research

Step 1: Prepare your vendor list

Gather the information you need:

  • Vendor names and phone numbers
  • What you're looking for (product, service, quantity)
  • Specific questions to ask

Step 2: Write your call brief

Tell KallyAI exactly what to ask. Be specific:

Example call brief

"Call [Vendor Name] and ask about their pricing for 500 units of [Product]. Also ask about: (1) minimum order quantity, (2) lead time for delivery, (3) volume discounts for 1,000+ units, (4) payment terms available. If they need more details, tell them it's for [Company Name] and we're comparing options for Q2 procurement."

Step 3: Submit calls

Create a call for each vendor with the same brief (adjusted for vendor-specific details). KallyAI handles the calls while you work on other things.

Step 4: Review results

For each call, you get:

  • Summary: Key answers in a quick-scan format
  • Transcript: Full conversation for verification
  • Call details: Duration, who answered, follow-up needed

Stop spending hours on vendor calls

Try your first vendor research call free. See how much time AI can save on procurement tasks.

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What questions can AI ask vendors?

KallyAI can collect any information that doesn't require negotiation:

Pricing and costs

  • Unit pricing at different quantities
  • Volume discounts and break points
  • Shipping and handling costs
  • Setup or tooling fees
  • Payment terms

Availability and timing

  • Current stock levels
  • Lead time for production
  • Shipping timeframes
  • Rush order options

Product specifications

  • Available sizes, colors, configurations
  • Material options
  • Customization capabilities
  • Minimum order quantities

Service details

  • Support and warranty terms
  • Return policies
  • Account management structure
  • Technical support availability

Real examples: Vendor research with KallyAI

Example 1: Office supplies procurement

Task: Get quotes from 4 office supply vendors for a bulk order.

Call brief: "Call [Vendor] and ask about pricing for an order of: 50 boxes of copy paper, 100 packs of pens, and 25 toner cartridges for HP printers. Ask about bulk discount, delivery time, and if they offer net-30 terms."

Result: All 4 calls completed in 2 hours. Comparison spreadsheet ready.

Example 2: Catering quotes for an event

Task: Get quotes from 3 caterers for a 50-person company event.

Call brief: "Call [Caterer] about catering for a corporate lunch on June 15. 50 people, buffet style. Ask about: per-person pricing, vegetarian/vegan options, setup and cleanup included, and minimum booking requirements."

Result: All quotes collected same day. Event planning moved forward faster.

Example 3: Software vendor evaluation

Task: Initial screening calls with 5 potential software vendors.

Call brief: "Call [Vendor] sales and ask about: pricing for 25 users, implementation timeline, data migration support, and whether they offer a trial period. We're evaluating solutions for [use case]."

Result: Initial qualification data from all 5 vendors. Narrowed to 2 for deeper evaluation.

When to use AI vs. call yourself

Use AI for:

  • Initial research and information gathering
  • Standard pricing and availability questions
  • Calls where you're collecting, not negotiating
  • High-volume vendor outreach
  • Routine reorders and stock checks

Call yourself for:

  • Price negotiations and deal-making
  • Relationship-building with key suppliers
  • Complex technical discussions
  • Sensitive contract terms
  • Situations requiring real-time judgment

Pro tip

Use AI for the first round of calls to gather baseline information, then call your top 2-3 vendors yourself to negotiate final terms.

ROI of AI vendor research

Time saved per vendor call: 30-45 minutes
Typical vendor research project: 5-10 vendors
Total time saved: 3-8 hours per project

At $150/hour for executive time, a single vendor research project saves $450-$1,200. KallyAI Professional costs $49/month for 100 calls.

Try AI vendor research

Try for $1 with 100 credits. See how much time you can save on vendor research.

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