Setting Up Your Organization
Configure your Buyer24 organization — profile, procurement context, payment terms, delivery locations, and default settings.
Who Does This
Organization Admins set up and maintain the organization. If you created the Buyer24 account, you're already an admin. Otherwise, ask your admin to grant you access to Organization settings.
When you create a Buyer24 account for the first time, you'll be guided through setting up your organization. You can always revisit and update these settings later — look for Organization at the bottom of the left sidebar.
A well-configured organization helps the AI generate more accurate RFQ descriptions and ensures your suppliers receive complete, professional requests.
Organization Profile
Go to Organization in the sidebar. Start with the basics:
| Setting | Why it matters |
|---|---|
| Organization Name | Your company name as displayed throughout the platform and in emails your suppliers receive. Set it to your company's legal or trading name. |
| Website | Optional. May be shown in email footers |
| Address | Used in email signatures |
| Industry | Helps the AI tailor suggestions to your sector |
| Procurement Context | The most important field — see below |
To change the organization name: edit the Organization Name field and click Save. Name changes are reflected immediately throughout the platform.
Procurement Context — Steering the AI
The procurement context is a short paragraph describing what your organization typically buys, plus any standing requirements or guidelines. This text directly steers every AI feature in Buyer24 — the AI assistant, RFQ Autopilot, AI-drafted RFQs and messages, and quote comparison summaries all read it. The more specific you are, the more accurate and relevant every AI output becomes.
Example:
"We are a mid-sized commercial construction company. We regularly purchase building materials (concrete, steel, lumber), safety equipment (PPE, harnesses, signage), heavy equipment rentals, and subcontractor services for residential and commercial projects across the Pacific Northwest. Standard lead times are 2–4 weeks. All suppliers must carry current liability insurance."
What to include:
- Your industry and what you buy (product categories, services)
- Typical volumes and order frequency (e.g., "monthly orders of 500–2,000 units")
- Standard quality requirements or certifications needed
- Lead times, delivery zones, insurance, and other regional or logistical constraints
Tip: Treat the procurement context like instructions to a new team member. Anything you'd tell a new buyer on day one ("always require liability insurance", "we only ship to the West Coast") belongs here — the AI will follow it.
Procurement Defaults
These defaults are pre-filled on new RFQs. Individual buyers can override them per request.
| Setting | Description |
|---|---|
| Default Payment Terms | e.g., Net 30, Net 60, 2/10 Net 30 (2% discount if paid within 10 days), Payment on Delivery |
| Default Currency | Currency for all monetary values in the platform — quotes and comparisons |
| Default Language | Default language for new users (can be overridden per user) |
| Default Delivery Location | Primary receiving address |
| Fiscal Year Start | Month your fiscal year begins (for annual spend reporting) |
Default payment terms also appear in AI-generated messages.
Delivery Locations
Add your common receiving addresses so buyers can pick from a list instead of typing an address every time.
- Go to Organization → Delivery Locations
- Click Add Location
- Enter a short label (e.g., "Main Warehouse", "Chicago Office") and the full address (street, city, state, ZIP, country)
- Click Save
Add as many locations as you need — buyers will see a dropdown when creating RFQs. You can edit or remove addresses from the same page.
Email Settings
Buyer24's built-in email system uses a dedicated domain (rfq.buyer24.ai) to send and receive supplier messages. No email configuration is required for the built-in system.
If individual users prefer replies in their own inbox, they can connect their Gmail or Outlook accounts from their own Profile settings — see Connecting Your Email.
Notification Defaults
Set organization-wide defaults for which notifications are enabled. Individual users can further customize their own preferences from their Profile.
| Default Notification | Description |
|---|---|
| New quote received | Alert when AI detects a quote in a supplier reply |
| Approaching deadline | Alert 24 and 48 hours before an RFQ deadline |
| New message | Alert for any new supplier message |
What Happens When You Update Settings
- Changes to payment terms and delivery locations apply to new RFQs only — existing RFQs are not affected
- Changes to the procurement context take effect for the next AI operation (e.g., the next time a buyer asks the AI to draft a description)
- Organization name changes are reflected immediately throughout the platform
Data & Retention
All RFQs, messages, and quotes are stored per your subscription tier's retention policy. Deleted RFQs are soft-deleted (they can be recovered) unless permanently deleted by an admin.
To permanently delete a request:
- Open the request
- Move it to Deleted status
- From the Deleted view, select Permanently Delete
Warning: Permanent deletion cannot be undone. All messages, quotes, and attachments for that request will be removed.
What to Do After Setup
- Invite your team — Get buyers and managers on board
- Add key suppliers — Build out your supplier directory before buyers start creating RFQs
- Let buyers connect their email — Optional but recommended