Your procurement & purchasing backlog,
handled as outsourced work by our team
Your team keeps full decision-making authority. We handle the gathering, organizing, updating, and documentation.
Drop-in support that works with your existing Excel, email, and paper workflows—no system changes required.
- Collecting, organizing, and comparing quotes
- Updating open purchase orders and order backlogs
- Confirming lead times, surfacing delays, and sharing status internally
- Maintaining supplier records (contacts, terms, and conditions)
What changes you can expect
Results vary depending on your current setup (paper / Excel / headcount) and scope covered.
Time spent on quote collection & comparison
Open PO & lead-time management
Breaking down knowledge silos
Purchasing visibility
Data entry & transcription errors
* Results vary depending on your current setup (paper / Excel / headcount) and scope covered. We will assess your situation individually and propose the expected changes.
Service Menu
Eight categories to address your procurement & purchasing bottlenecks
Quoting & Pricing
What we handle
- Drafting RFQ documents (including spec consolidation)
- Collecting quotes and following up on non-responses
- Creating competitive quote comparison tables
- Digging up past quotes and organizing them for reference
- Recording and listing unit price histories
- Organizing quote terms (lot size, lead time, payment conditions)
Typical deliverables
- RFQ template
- Quote comparison table (Excel / Google Sheets)
- Unit price history table (by supplier and by item)
Purchase Order Management
What we handle
- Organizing data for purchase order (PO) creation
- Creating and updating open-PO lists
- Recording partial delivery and lead-time change history
- Cross-checking PO contents against delivery records
- Identifying ordering errors and discrepancies
Typical deliverables
- Open-PO list (kept current)
- Discrepancy list (with flagged action items)
- Partial delivery and lead-time change log
Lead-Time Tracking & Follow-up
What we handle
- Sending lead-time confirmation emails on your behalf
- Creating delivery delay lists
- Recording reasons for lead-time changes
- Organizing delay trends by supplier
- Preparing weekly lead-time status summaries for internal sharing
Typical deliverables
- Weekly lead-time status summary (for internal distribution)
- Delayed and needs-follow-up list
- Delay trend notes by supplier
Supplier Management
What we handle
- Creating and updating the supplier master
- Organizing contact person information and contact details
- Organizing trading terms (payment, MOQ, etc.)
- Initial organization of new supplier information
- Auditing and visualizing dormant suppliers
Typical deliverables
- Supplier master (latest version)
- Terms list (payment, MOQ, lead time, etc.)
- Dormant / needs-reassessment list
Quality & Issue Management
What we handle
- Organizing initial information when a defect occurs
- Drafting initial communications to suppliers
- Collecting and managing corrective action reports
- Listing recurring issue histories
- Managing trouble history by supplier
Typical deliverables
- Initial contact template (email draft)
- Corrective action collection status board
- Recurring issue log and supplier trouble ledger
Cost & Pricing Analysis
What we handle
- Aggregating purchase history data
- Tallying purchase amounts by item and by supplier
- Helping identify cost-reduction opportunities
- Recording and managing price-increase request histories
- Creating annual cost review materials
Typical deliverables
- Purchase history summary (by category and by supplier)
- Price-increase request log (chronological)
- Cost-reduction candidate list (with discussion points)
Internal Coordination & Reporting
What we handle
- Creating internal materials on procurement status
- Preparing purchasing summaries for meetings
- Drafting briefing memos for management
- Writing up decision rationales
- Digging up past decisions
Typical deliverables
- One-page summary for recurring meetings
- Management briefing memo (with organized discussion points)
- Decision log (chronological)
Digitizing Analog Operations
What we handle
- Digitizing paper quotes and faxes
- Organizing and transcribing handwritten notes
- Reformatting and standardizing Excel ledgers
- Consolidating scattered management spreadsheets
- Organizing files and folder structures
Typical deliverables
- Digitized CSV / Excel files
- Standardized format ledger
- Folder structure rules (naming conventions)
Pricing Plans
Final plan and pricing depend on scope, data volume, and frequency (we can quote on the same day in most cases).
- Quote collection & comparison table
- Lead-time confirmation & follow-up
- Email & Excel sharing
- Monthly report
- Everything in Starter
- Open-PO list creation & updates
- Lead-time status summary (weekly)
- Supplier master maintenance
- Internal status reports
- Everything in Standard
- Purchase history tally & analysis
- Cost-reduction opportunity identification
- Quality issue management
- Multi-site support
- Dedicated point of contact assigned
Spot Engagement (one-time)
Priced by scope and volume. Examples: digging up past quotes / ledger consolidation / folder reorganization
Overseas Factory (China on-site) Supplier Management
Quality management / pre-shipment inspection / product launch support. Japanese-speaking staff (ISO 9001 auditor certified)
* All prices exclude tax. USD figures are approximate, based on the exchange rate at the time of writing (1 USD ≈ 150 JPY), and are for reference only. Final pricing is confirmed after an individual assessment of scope, data volume, and frequency.
Common Request Examples
Real bottlenecks our clients frequently bring to us — and how we help.
Quotes are hard to collect
RFQ follow-ups with suppliers keep getting pushed back, leaving collection rates low and decisions delayed
We handle drafting, sending, and following up on RFQs end to end—including building the comparison table
Higher quote collection rates and shorter time to decision
An outdated open-PO list causing confusion on the floor
The open-PO list goes stale, causing constant delivery inquiries and leaving stockout risk invisible
We create and update the open-PO list weekly—recording partial deliveries and lead-time changes too
Fewer ad-hoc inquiries and earlier visibility into stockout risk
Delivery delays invisible until too late
No visibility into each supplier's delivery status, making every delay response reactive
We prepare a weekly lead-time status summary for internal sharing, with delay trends organized by supplier
Catch early warning signs of delays and stay ahead of them
Supplier knowledge locked in one person's head
When the person in charge transfers or leaves, all supplier contacts, terms, and history walk out the door
We create and maintain the supplier master—centralizing trading terms and contact information
Smoother handovers and reduced key-person dependency
Aggregating purchase history to drive cost reduction
Purchase history data is scattered, making it impossible to see where cost-reduction opportunities lie
We aggregate purchase amounts by item and supplier and identify cost-reduction themes
Make it easier to act on competitive quotes, volume consolidation, and spec revisions
Best places to start
Quote collection & comparison
Results show quickly
Open-PO creation & updates
Less key-person dependency
Lead-time status summary
Fewer internal firefights
How We Get Started (Fastest Path)
Ready to launch in as little as 2 weeks. No changes to your existing workflows required.
Define the scope
We start by agreeing on what to cover — quotes, open POs, lead times, suppliers, etc.
Agree on how to share
We adapt to your existing setup—email, Drive, Excel, Google Sheets, whatever you use
Trial run
A 1–2 week trial to confirm the actual workflow
Ongoing operations
We shift to regular weekly and monthly updates with continuous improvement
Who this is for
- Too buried in procurement tasks to focus on decision-making
- A key team member left suddenly and operations are stalling
- No budget or time to roll out a new system
- You want to keep your current paper, Excel, and email workflows
Key points
- Works with your existing Excel and email setup as-is
- No system rollout needed—start immediately
- Adjust or expand scope month by month
- Your team keeps decision-making authority; we handle the work
Don't stop at handing off tasks.
Digitally transform your procurement workflow itself
Alongside outsourcing day-to-day work, digitizing your RFQ, ordering, and approval workflows lets you tackle knowledge silos and cost reduction in one move. NEWJI's DX team walks alongside you from process design through tool adoption and lasting use.
Learn more about DX support →Other services
OEM / ODM Production
Manufacture volume products through our OEM partner network in China. From prototyping to mass production, Newji Seisakusho walks alongside you.
Learn more →DX Support
We redesign your business processes and support you end to end, from tool adoption to lasting use.
Learn more → NEW
Order Management AI Agent
AI auto-drafts RFQs and purchase orders. Ask questions about your internal data in plain language.
Learn more →Start with a Free Consultation
We'll assess your scope, data volume, and frequency—and in most cases can provide a quote the same day.
Reach out anytime.
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