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Follow these steps to set up LumberFlow and create your first procurement plan.

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Step 1: Complete Organization Profile

1

Navigate to Settings

Go to Settings → General in the sidebar
2

Fill Company Information

  • Company name and address
  • Primary contact details
  • Business registration information
  • Logo upload (optional)
3

Save Settings

Click Save Changes to update your profile
Your organization profile information is used in AI-generated RFQ emails and purchase orders. A complete profile helps the AI produce professional, accurate communications.

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Step 2: Connect Your Gmail Inbox

Connect Gmail so the AI agent can monitor supplier replies automatically — no manual forwarding required.
1

Go to Integrations

Click Settings → Integrations in the sidebar
2

Connect Gmail

Click Connect Gmail and complete the Google OAuth flow
3

Verify Connection

The system uses Gmail push webhooks for instant delivery — quotes appear the moment a supplier replies
Gmail integration enables real-time quote processing. Without it, LumberFlow falls back to polling every 15 minutes. Connect it first for the best experience.

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Step 3: Add Your First Supplier

1

Go to Supplier Management

Click My Suppliers in the sidebar
2

Add Supplier Details

  • Company name and shipping location
  • Multiple contact persons with email addresses
  • Special notes or preferences
3

Save Supplier

Your supplier is now ready for RFQ communications
Have a large supplier contact list? Use Bulk Import to upload a CSV, XLSX, or VCF file. The system auto-detects email domains and matches contacts to existing suppliers.
Email addresses must be accurate and current. The AI monitors these addresses for incoming quote replies — wrong emails mean missed quotes.

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Step 4: Create Your First Procurement Plan

Make sure you have at least one supplier added before creating a procurement plan.
1

Start New Buy

Navigate to Start New Buy for the planning interface
2

Enter Plan Details

  • Plan name: “My First Buy”
  • Description: Brief context for your sourcing event
3

Add Line Items

Use the spreadsheet interface to add:
  • Dimension (2x4, 2x6, 2x8, etc.)
  • Species (SPF, Douglas Fir, SYP, etc.)
  • Grade (Construction, Stud, Select Structural, etc.)
  • Target Price per MBF
  • Quantities by length (8ft, 10ft, 12ft, etc.)
4

Review & Create

Preview how items are grouped into sourcing requests, then confirm
Items with identical dimension-species-grade combinations are automatically grouped into single sourcing requests for efficient management. Each resulting Kanban card tracks one SKU through your entire pipeline.

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Step 5: Send Your First RFQ

1

Navigate to Kanban Board

Go to My Sourcing to see your sourcing requests as Kanban cards
2

Select Cards in TO SOURCE

Click a card or use Bulk Select to pick multiple cards
3

Send RFQ

Click Get Quotes, select your suppliers, review the AI-generated email drafts, and send
4

Monitor Progress

Cards move to QUOTING status automatically. When suppliers reply, quotes appear in your board in real time.
Congratulations! You’ve sent your first AI-generated RFQ using LumberFlow. Supplier responses will be automatically processed and appear in your Kanban board — ready for your review and validation.

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What Happens Next

When a supplier replies, the AI agent:
  1. Detects the email in your connected Gmail inbox (via push webhook — instant delivery)
  2. Extracts pricing, specifications, terms, and quantities from the email body or attached PDF/spreadsheet
  3. Surfaces a validation screen so you can review and correct the AI extraction
  4. Stores the approved quote and moves your card to QUOTING
You can then compare quotes side-by-side, send counter-offers with AI-drafted negotiation emails, and create a purchase order when you’re ready to commit.

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Next Steps

Dashboard Overview

Learn to navigate the Kanban board and your live procurement KPIs

AI Features

Understand how the AI processes supplier responses and generates intelligence

Supplier Management

Build and manage your supplier network with bulk import

Best Practices

Optimize your AI-powered procurement workflows

See LumberFlow in action

Learn how the full AI procurement workflow works — from email to purchase order.