Smart ProcurementAn AI boost for above-threshold procurement procedures
How generative AI measurably speeds up public-sector procurement: 49 analyzed use cases, four quick wins and savings of around €5,000 per procedure – a joint study by AI Phase and Infora. The document is written in German.
- Published
- August 2025
- 17 pages
- German (PDF)
- Free download
A joint study by Infora and AI Phase
~35%
of German public spending goes through public procurement – €300–500 billion per year.
30,000
contracting authorities at federal, state and municipal level run procurement procedures.
49
AI use cases identified along the 7 process phases, scored for efficiency and maturity.
−80%
documentation effort with AI support – roughly €5,000 saved per procedure.
Using AI for more efficient procurement in the public sector
Our whitepaper “Smart Procurement” shows how generative AI can measurably accelerate and simplify above-threshold procurement procedures in the public sector. Public procurement accounts for around 35% of government spending – more than 30,000 contracting authorities across federal, state and municipal level are involved. Together with Infora, AI Phase analyzes the key challenges: from complex tender documents and bidder questions to documentation and contract drafting.
The focus is on concrete AI use cases with high practical value – automated procedure documentation, legally sound bidder communication and AI-supported market exploration. The whitepaper shows where fast efficiency gains (“quick wins”) are possible and how administrations can relieve their teams, cut costs and make procedures more transparent.
What’s inside
- 01Artificial intelligence in the public sector
- 02The starting point: complex public procurement procedures
- 03Process phases and challenges of procurement procedures
- 04Identifying and prioritizing AI use cases
- 05Savings potential through automated procedure documentation
- 06Strategic implementation with AI Phase and Infora
Four use cases with immediate impact
Out of 49 analyzed use cases, the study prioritizes four quick wins with high efficiency gains and high technological maturity.
Procedure documentation & bidder feedback
LLMs capture all procedure-relevant documents and generate standardized, legally compliant documentation including transparent bidder feedback.
Contract drafting & legal review
AI pre-fills EVB-IT contract drafts from the service specification and reviews them iteratively from a legal perspective – including an audit report.
Market exploration & economic reliability
Web crawling and machine learning accelerate market screening and deliver reliability reports on bidding companies.
Answering bidder questions
LLMs and RAG systems draft legally sound answers to the 20–200 bidder questions per procedure – documented in a Q&A catalog accessible to all bidders.
Together with Infora – procurement expertise meets AI engineering
Infora GmbH (Materna group) has supported public administration in digitalization and procurement projects for decades. Combined with AI Phase’s AI engineering, the collaboration produced this study and a first prototype of an AI-supported procurement solution – an AI-based award note generator.
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The study by AI Phase and Infora shows how generative AI accelerates above-threshold procurement in the public sector: 49 AI use cases along the seven process phases, scored by efficiency gain and technological maturity, with four prioritized quick wins – from automated procedure documentation to AI-assisted answers to bidder questions.
Ready to bring AI into your procurement processes?
Talk to the team behind the study – we’ll show you which quick wins take effect immediately in your organization.