How to Create Records with AI

Last updated: September 4, 2025

The "Create with AI" (PDF to Cofactr Record) feature allows you to automatically generate Cofactr records from your existing procurement documents. Simply upload a PDF and let our AI extract and structure the data for you.

Supported Record Types

  • Requisitions

  • Quotes

  • Purchase Orders (POs)

  • Supplier Bills

Step-by-Step Instructions

  1. Go to the page for the type of record you want to create (Requisitions, Quotes, POs, or Supplier Bills).

  2. Click the "New ____" button in the top right corner of the page.

Screenshot 2025-09-03 at 9.51.33 PM (1).png

  1. Upload Your File

    1. You have two options to upload your document: Either drag and drop your file directly onto the page or click the folder icon to browse and select your file

Screenshot 2025-09-04 at 12.29.56 PM (1).png

  1. The system will load your file and analyze the file type to ensure compatibility. Once this process is complete, you'll see a "Save" button.

  2. Enable AI Processing

  • Click Save to proceed

  • Look for the green "Create with AI" box

  • Toggle ON  the Create with AI option

Screenshot 2025-09-04 at 12.30.15 PM (2).png

  1. Complete Required Fields

    1. Review the form and ensure all required fields are filled out before proceeding.

  2. Save and Process

    1. Click Save to start the AI analysis. The AI will take anywhere from a few seconds to a few minutes to analyze your document content and create the complete record, depending on the complexity

      Screenshot 2025-09-04 at 12.30.31 PM (1).png

Tips for Best Results

  • Ensure your PDF documents are clear and readable

  • Use high-quality scans or native PDF files when possible

  • Check that all required fields are completed before saving

  • Be patient during processing, as complex documents may take longer to analyze

Need more help? Reach out to success@cofactr.com for assistance with Create with AI.