Frequently Asked Questions

Waystation AI is a technology company based in Redwood City, CA. Our software platform simplifies the procurement of raw materials for the Consumer Packaged Goods (CPG) industry by transforming unstructured email workflows into actionable insights using artificial intelligence.

We connect directly to your inbox, auto-extract data from emails and files including PDFs and Excel, and help you accelerate sourcing decisions while reducing manual effort and boosting margins.

It’s simple: Schedule a demo! https://waystationai.com/demo/

Step 1: Share your list
Send us your list of suppliers and ingredients.

Step 2: We do the setup
We’ll create and configure your account within two business days.

Step 3: First login
Log in and access your dashboard in less than a minute.

Step 4: Launch an RFP
Our AI will auto-ingest your supplier emails and documents, extracting the exact data you need.

Waystation automates supplier communications and centralizes sourcing data to help operations, quality, R&D, and procurement teams move faster with fewer errors. It:

• Extracts and structures key info from supplier emails and documents
• Tracks specs, quotes, and certifications in one place
• Builds comparison tables to speed up decision-making
• Logs supplier and ingredient history automatically
• Manages supplier communication, RFPs, expiration dates, and updates with minimal manual effort

The result: faster launches, less back-and-forth, and stronger cross-functional visibility.

• Drive Margins: Simplifies competitive bidding and improves gross margin.
• Gain Visibility: See all quotes side-by-side for faster and better decisions.
• Simplify Your Day: Automate repetitive tasks and eliminate manual data entry.
• Strengthen Relationships: Spend more time on supplier partnerships, less on admin work.
• Enable Collaboration: Instantly share supplier data across R&D, QA, sourcing, and regulatory functions.

No. Suppliers do not need to change a thing. Waystation integrates with your existing email workflows with one-click integration. Suppliers don’t need to sign up for Waystation or even know that you’re using it.

Waystation automatically extracts and stores all relevant documents, certificates, and attachments from your supplier emails, creating a centralized and accessible repository. It digests and organizes information from the documents, then stores them for you automatically while flagging expiration dates.

After sharing your supplier and ingredient list, your system can be configured and ready for use within two business days. You’ll be able to log in and start sourcing in minutes thereafter.

Waystation safeguards data at every level through multiple layers of security:

• Encryption: All sensitive data is encrypted both in transit and at rest using industry-standard algorithms.
• Access Control: We enforce least privilege access, multi-factor authentication, and full logging of system activity.
• Monitoring & Infrastructure: Continuous monitoring is maintained across systems and personnel using leading automated security platforms. Waystation is hosted on AWS, providing high durability and resilience. The tool only processes emails that come from your suppliers.

For a full overview, visit: waystationai.com/security

Waystation puts data privacy and AI integrity at the forefront:

• Customer-Controlled Data: Customers have full control over how their data is created, used, stored, and deleted. No data is shared without explicit consent.
• AI Governance: All AI features undergo security reviews. AI partners are prohibited from using customer data for model training. We prioritize safe, transparent, and user-empowering AI practices.
• Privacy Program: We maintain strict privacy standards and require all employees and contractors to sign NDAs.

You can read more here: waystationai.com/security

Waystation is built for teams that manage sourcing and supplier interactions in the food and beverage industry. Our most common users are:

• Procurement teams, who use Waystation to streamline quote collection, decision-making, and supplier communication.
• R&D professionals, who benefit from real-time visibility into supplier capabilities and documentation.
• Quality and regulatory teams, who rely on Waystation’s automated document extraction to ensure compliance and traceability.

Waystation acts as a force multiplier—enhancing individual productivity and dramatically improving cross-functional collaboration.

We work with a variety of organizations in the food and beverage ecosystem, including:

• Emerging and established brands purchasing ingredients or packaging.
• Co-manufacturers coordinating with multiple suppliers.
• Consulting firms supporting formulation and supply chain strategy.

Our platform is especially valuable for companies looking to improve margins, scale faster, and reduce sourcing overhead without overhauling their existing email-based supplier workflows.

Waystation supports a wide range of sourcing workflows, including:

• All ongoing supplier communication: Centralizes fragmented email threads, extracts key info from quotes and specs, and ensures continuity across teams and time.
• Spot buys: Turn one-off or last-minute purchases into structured, competitive bids.
• RFPs and price quotes: Launch, track, and evaluate supplier responses with side-by-side comparisons.

Validation and compliance: Instantly extract and centralize documents, certifications, and audit-relevant data.

Waystation helps procurement teams:

• Get organized fast: Automatically compile and structure supplier responses and documentation.
• Reduce friction: Eliminate repetitive tasks, freeing time for strategy.
• Strengthen supplier relationships: Spend less time chasing down info and more time on partnership-building.
• Build institutional knowledge – accessible outside of your team’s inboxes: keep track of changing bid prices over time, and automatically build a centralized hub for all of the information your team receives from your suppliers.

• Gives real-time access to specs, documentation, and supplier status
• Enables faster coordination with Procurement and QA
• Simplifies launches by centralizing requirements and tracking supplier responsiveness
• Makes it easy to compare formulation options or ingredient alternatives

• Auto-extracts and organizes supplier documents, specs, and certifications
• Tracks expiration dates and flags missing or outdated materials
• Supports traceability, audit readiness, and version control without manual oversight
• Shares QA-critical information with Procurement and R&D in real time

Waystation delivers high-level business value by:

• Driving margins and revenue through streamlined competitive bidding and faster decisions.
• Accelerating innovation by enabling faster collaboration between procurement, R&D, and suppliers.
• Improving visibility into real-time sourcing data across teams and locations.

Waystation serves as a centralized source of truth for supplier communications and data, making it easy to:

• Share key sourcing info with R&D, QA, and compliance teams.
• Maintain version control and document history.
• Build internal trust through consistent, auditable workflows.

Yes. Waystation generates instant comparison tables that line up supplier responses side-by-side—pricing, lead times, certifications, and more—so your team can make faster, more confident decisions.