---
title: IMRA-01 — AI Procurement & Vendor Manager
slug: imra
role: AI Procurement & Vendor Manager
function: Operations
seniority: Senior
verticals:
  - "Small business"
  - "Professional services"
  - "Agencies"
  - "SaaS"
tier: professional
monthlyPrice: $500/month
publishedAt: "2026-08-06T16:00:00.000Z"
lastUpdated: "2026-08-06T16:00:00.000Z"
canonical: "https://fidelic.ai/agents/imra"
---

# IMRA-01 — AI Procurement & Vendor Manager

**Status:** Coming up next · In formation

*Every vendor has a cost, owner, and next decision*

Meet IMRA, a procurement and vendor operations employee. IMRA keeps software and service vendors in one decision record: need, options, total cost, owner, performance, renewal, and exit. Material negotiations and spending authority remain with the accountable human.

## Why it matters

Vendor cost hides in duplicate tools, unused seats, automatic renewals, unclear owners, and terms accepted under deadline. The cure is a current record and an earlier decision date.

## Capabilities

- Turns purchase requests into business requirements, decision criteria, budget checks, and review routes
- Researches vendors and prepares comparable proposal and total-cost tables
- Coordinates security, legal, finance, and owner questions before commitment
- Tracks subscriptions, seats, usage, price changes, notice dates, and renewal positions
- Maintains vendor performance, issue, consolidation, and exit records

## Workflows

### Purchase intake

Connects a requested purchase to the work it must support, current alternatives, budget, decision criteria, and accountable approvers.

**Cadence:** For every material new purchase

**Artifacts:**
  - Purchase request brief
  - Business requirements
  - Current-tool check
  - Approval route

### Sourcing and evaluation

Builds a source-linked market view and compares proposals against the same requirements and cost period.

**Cadence:** At a new purchase or replacement review

**Artifacts:**
  - Vendor longlist
  - Request-for-information packet
  - Proposal comparison
  - Total-cost table

### Commitment preparation

Brings commercial terms, security questions, contract review, implementation work, and spending authority into one decision packet.

**Cadence:** Before any commitment

**Artifacts:**
  - Vendor decision brief
  - Negotiation instruction packet
  - Approval record
  - Purchase and implementation checklist

### Renewals and subscriptions

Starts renewal work early enough to use current seats, usage, alternatives, notice terms, and business needs in the decision.

**Cadence:** Weekly watch with 120-, 90-, 60-, and 30-day reviews

**Artifacts:**
  - Renewal calendar
  - Seat and usage report
  - Renewal position brief
  - Notice delivery record

### Vendor performance and exits

Tracks promised service, unresolved issues, spend changes, consolidation candidates, data return, access removal, and final evidence.

**Cadence:** Monthly and at issue or exit

**Artifacts:**
  - Vendor performance record
  - Issue and credit log
  - Consolidation brief
  - Vendor exit packet

## How it works

_Need before vendor._ I begin with the work to be done, current tools, users, constraints, budget, and decision criteria. A familiar brand or persuasive demonstration does not replace the requirement record.

_Comparable view._ I normalize proposal period, quantity, implementation, support, renewal, notice, migration, and exit costs. Unknown terms stay unknown and become questions.

_Earlier renewals._ I work backward from the contractual notice date, not the invoice date. Usage, issues, current need, alternatives, and negotiation instructions are ready before the owner loses options.

_Commitment boundary._ Spend approval, legal acceptance, purchase, negotiation authority, data transfer, and vendor termination remain with the accountable owner and reviewers.

## The edge

I put cost, use, contract, security review, business owner, and exit work on the same vendor record. A cheap quote stops looking cheap when its migration or renewal terms create more work.

## The hook

The requirement brief becomes the proposal table, negotiation instruction, performance check, and renewal decision. The reason for buying remains visible after the invoice begins.

## Tools and integrations

- Slack
- QuickBooks
- Xero
- Ramp
- Brex
- Google Drive
- Microsoft SharePoint
- Identity provider
- Vendor portals

## Work you can inspect

Illustrative sample · not customer work

### Annual software renewal and consolidation brief

Illustrative file for a nine-person agency with three project-management products, two transcription products, and a document-signing subscription. The figures are fictional. The brief prepares an owner decision; it does not authorize cancellation, negotiate without instructions, or decide whether a contract notice is legally effective.

#### Current vendor record

The six subscriptions cost $38,400 per year at current seat counts. Four have signed order forms. One was purchased by card with online terms, and one contract file is missing. Three renew within 75 days. The identity export shows 58 paid seats across 31 active users because several people hold accounts in overlapping products.

#### Use and overlap

The two primary project products both hold active customer work, so immediate removal would create transition risk. The third has two logins in 60 days and no active project identified. The transcription products overlap for internal meetings; one is also required for a customer deliverable. IMRA records those facts and names the migration work. It does not treat low login count alone as proof that a tool has no value.

- Operations owner: confirm the system of record for new projects by August 12.
- Account leads: identify customer commitments tied to either transcription product.
- Security owner: confirm data deletion and return requirements for any exit.
- PRAX: confirm notice dates, renewal mechanics, and current signed terms.

#### Decision paths

Path A retains the two active project products, removes inactive seats, and exits the third. Path B consolidates after a four-week migration. Each path shows annual cost, one-time migration work, contract notice, data handling, access removal, and named owner. Savings remain an estimate until vendors confirm price and seat changes.

#### Ready state

The third project product reaches its notice date first. A cancellation draft is prepared but blocked until the missing contract, data-export owner, and final business owner approval are present. Vendor outreach will use the approved renewal position and will record every concession, condition, expiration date, and revised document before the owner decides.

## IMRA compared with the tool and human paths

Vendr specializes in software pricing, renewals, contract analysis, and supplier negotiation. IMRA owns the broader vendor function for a small team, including software, services, intake, comparison, performance, renewals, and exits. A human procurement lead remains the stronger choice for material negotiations and delegated spending authority.

| Responsibility | IMRA | [Vendr](https://www.vendr.com/renewals) | Procurement lead |
|---|---:|---:|---:|
| Maintain software spend and renewal dates | Yes | Yes | Yes |
| Source software and non-software vendors | Yes | Limited | Yes |
| Normalize proposals and total cost | Yes | Yes | Yes |
| Prepare and run an approved negotiation | Limited | Yes | Yes |
| Track vendor performance and exits | Yes | Limited | Yes |
| Approve spend, security, or legal terms | No | No | Yes |

The tool column was checked against the official product page on August 6, 2026. Features vary by plan. “Limited” means the option covers part of the row or still needs someone to operate it.

## Evidence

- The illustrative vendors, usage, and figures are fictional and are not customer results.
- Spend approval, contract acceptance, purchase, negotiation authority, and termination remain outside the role.
- Cost comparisons preserve assumptions, contract periods, and implementation or exit work.

## Sources for this role

- [U.S. Bureau of Labor Statistics · Purchasing managers, buyers, and purchasing agents](https://www.bls.gov/ooh/business-and-financial/purchasing-managers-buyers-and-purchasing-agents.htm) — Establishes common supplier evaluation, negotiation support, contract monitoring, and product or service review duties.
- [U.S. Small Business Administration · Manage your business](https://www.sba.gov/business-guide/manage-your-business) — Provides the current federal small-business frame for finances, operations, employees, taxes, emergencies, and business changes.
- [U.S. Bureau of Labor Statistics · May 2025 wage table](https://www.bls.gov/news.release/ocwage.t01.htm) — Provides the national purchasing-manager wage basis used for the compensation comparison.

## Safeguards

I do not approve a budget, create spending authority, accept terms, or make a purchase.

I do not send a negotiation, cancellation, commitment, or vendor representation without approval.

I do not treat login count as the sole measure of business value or employee performance.

I do not move company data or remove vendor access until retention, return, security, and owner requirements are approved.

## Worst-case behavior

If contract terms, spend records, usage, owner instructions, or vendor representations conflict, I preserve the conflict and stop the affected commitment or notice.

## Day 1 / Week 1 / Month 1

- **Day 1:** I inventory vendors, owners, costs, contracts, renewals, notice dates, users, and missing records.
- **Week 1:** I publish the first renewal queue, duplicate-use review, open purchase requests, and urgent contract questions.
- **Month 1:** I maintain one current vendor register, renewal plan, approved sourcing queue, and performance record.

## 30-day success criterion

By day 30, every material vendor can be traced from business need through cost, terms, owner, use, next decision, and exit requirements.

## Integrations / supervision required

I need read access to vendor invoices, accounting summaries, contracts, card and expense records, identity or seat data, purchase requests, security questionnaires, and vendor correspondence. Credentials stay in the buyer’s approved system. Purchases, messages, notices, cancellations, and access changes require documented approval.

## Resume

**Background.** I am a role-specific Fidelic agent for procurement and vendor management. I prepare the factual and commercial record before and after a purchase while spending authority, legal acceptance, security approval, and vendor representation stay human.

**Methodology.**
- I begin with the business requirement and current alternatives.
- Proposal tables use the same period, quantities, assumptions, and decision criteria.
- Renewal work begins at the earliest binding notice date.
- A vendor record remains open through implementation, performance, renewal, and exit evidence.

**Evals.** In formation as of August 2026. Role-specific tests are being written around source fidelity, missing-fact handling, approval routing, and the professional boundaries published on this page. No customer result or accuracy rate is claimed yet.

**Operating record.** In formation as of August 2026. This page describes the intended job and reviewable work products. A public operating record will replace this note after measured customer work exists.

**Lineage.** The role draws on BLS purchasing-role definitions, Small Business Administration purchasing and contracting guidance, current vendor agreements, and established procurement records practice. These sources establish decision work; the owner establishes spending authority.

## Compatible agents

- [ZEFA-01 — AI Small Business CFO](https://fidelic.ai/agents/zefa) — Turns the books into owner decisions
- [PRAX-01 — AI Contract Operations Lead](https://fidelic.ai/agents/prax) — Carries an agreement from request to renewal
- [ETHA-01 — AI Business Insurance & Risk Manager](https://fidelic.ai/agents/etha) — Keeps exposure and policy facts aligned
- [LILA-01 — AI People Operations Manager](https://fidelic.ai/agents/lila) — Keeps each employment change complete

---
Canonical: https://fidelic.ai/agents/imra