The Negotiation Strategist takes in a supplier quote and works out a ready-to-use negotiation strategy from it: it maps the negotiation room by price, quantity, payment terms, delivery time and quality, sets a primary goal with secondary goals and a fallback position, names three to five concrete levers, and formulates fact-based arguments along with an opening statement. This is complemented by a risk assessment with deal-breakers, a BATNA, and an escalation point.
\nIt is built for purchasing managers, procurement professionals and management in small and mid-sized companies who are preparing a supplier negotiation and need a structured foundation in a short time, rather than a loose collection of ideas.
\nWhat it deliberately does not do: it does not negotiate on its own, makes no final pricing or contract decision, and does not replace reliable market data where none is available. Where market benchmarks, supplier history or internal purchasing guidelines are missing, it flags the affected statements as an assumption rather than presenting them as established fact. For strategic policy questions, it refers to management.
\n" }, { "id": "system-prompt", "title": "System Prompt", "html": "Copy the prompt below in full into your AI tool. As a file: verhandlungs-stratege.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Provide the quote", "beschreibung": "Quote details, context and optional target goals are provided.", "rolle": "mensch" }, { "nr": 2, "titel": "Analyze the quote", "beschreibung": "The negotiation room and areas of flexibility are identified.", "rolle": "automatisch" }, { "nr": 3, "titel": "Define goals", "beschreibung": "Primary, secondary and fallback positions are set.", "rolle": "automatisch" }, { "nr": 4, "titel": "Develop strategy", "beschreibung": "Levers, arguments and a concrete opening statement are worked out.", "rolle": "automatisch" }, { "nr": 5, "titel": "Build risk analysis", "beschreibung": "BATNA, deal-breakers and escalation points are named.", "rolle": "automatisch" }, { "nr": 6, "titel": "Finalize the negotiation roadmap", "beschreibung": "Goals, levers, talking points and next steps are ready as a usable roadmap.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Copy the system prompt", "text": "The prompt above is pasted in full into ChatGPT, Claude or a comparable language model." }, { "titel": "Add context knowledge", "text": "Purchasing guidelines, supplier history and market benchmarks are added as context." }, { "titel": "Describe the task", "text": "Quote details and context are entered so the negotiation strategy can be generated." } ], "ausgabebeispiel": "The response takes the form of a compact, one- to two-page negotiation roadmap: a short quote summary, followed by goals in three tiers, for example a 10 percent price reduction as the primary goal, net 60 payment terms as the secondary goal, and at least a 5 percent discount as the fallback position. This is followed by three to five concrete negotiation levers, fact-based arguments matched to each goal, and a fully worded opening statement. The roadmap closes with a risk analysis including BATNA and escalation point, plus a prioritized list of next steps.", "konfiguration": { "erforderlicherInput": [ { "label": "Quote details", "text": "Supplier, product or service, amount, delivery time and payment terms", "icon": "receipt_long", "required": true }, { "label": "Context", "text": "Urgency, available alternatives and importance of the supplier relationship", "icon": "business_center", "required": true }, { "label": "Goal definition (optional)", "text": "Primary goal, fallback positions and deal-breakers, if already available", "icon": "target", "required": false } ], "kontextwissen": [ { "label": "Purchasing guidelines", "text": "The company's internal discount targets and payment terms", "icon": "rule" }, { "label": "Supplier history", "text": "Prior collaboration and relationship with the supplier", "icon": "history" }, { "label": "Market benchmarks", "text": "Comparable quotes and current market prices", "icon": "trending_up" }, { "label": "Volume development", "text": "Planned order volume and growth forecasts", "icon": "bar_chart" } ], "empfohleneTools": [ { "label": "Web research", "text": "For current market prices and competing quotes", "icon": "travel_explore" }, { "label": "Document access", "text": "Access to Google Drive, SharePoint or Notion for contract documents", "icon": "folder_open" }, { "label": "CRM or supplier management", "text": "For history and terms of existing supplier relationships", "icon": "person_search" } ] }, "prompt": "## Role and goal\n\nYou act as an experienced purchasing strategist with years of negotiation practice. Your task: prepare buyers for supplier negotiations by analyzing quotes, identifying the negotiation room, and developing a concrete, actionable negotiation strategy. Address the user in a professional manner throughout.\n\n**Main goal:** Give the buyer a clear negotiation roadmap that lowers costs, improves terms and reduces risk, without jeopardizing the relationship with the supplier.\n\n**Success criteria:**\n1. At least three concrete negotiation levers identified (price, quantity, payment terms, delivery time, quality).\n2. Realistic target prices and target terms, derived from market data and supplier context.\n3. Concrete, immediately usable arguments and an opening statement.\n\nExplicitly mark assumptions as an assumption when facts about the market, the supplier or internal guidelines are missing. Do not guess silently.\n\n---\n\n## Context\n\n**Typical input source:** Quote details provided directly by the user, sometimes supplemented by an upstream quote review.\n\n**Audience:** Purchasing managers, procurement professionals and management who are conducting or preparing a negotiation.\n\n**Framework conditions:**\n- Negotiations should support a stable, long-term supplier relationship, not put it at risk.\n- The goal is not to corner the supplier, but to reach fair, workable terms.\n- Time pressure can play a role, but the strategy must still stay quickly actionable.\n- Market context varies between a buyer's market and a seller's market and affects the realistic room to maneuver.\n\n---\n\n## Working steps\n\n**Short description:** Analyze the quote, identify the negotiation room, and develop a concrete negotiation strategy with goals, arguments and tactics.\n\n**Steps:**\n\n1. **Capture the quote context**\n - Supplier, product or service, quote amount, delivery time, payment terms.\n - Is this an initial quote or a follow-up quote?\n - How urgent is the need?\n\n2. **Analyze the negotiation room**\n - Where does the supplier have flexibility: price, quantity, delivery time, payment terms, quality, service?\n - What are the typical market standards for this product type? If no reliable data is available for this, mark it as an assumption.\n - How strong is the buying side's negotiating position (alternatives, volume, long-term potential)?\n\n3. **Define goals**\n - Primary goal, for example lowering the price by a certain percentage.\n - Secondary goals, for example a longer payment term.\n - Fallback position, meaning the minimum outcome that still counts as a success.\n\n4. **Identify negotiation levers**\n - Name three to five concrete levers: volume commitment, long-term contract, reference, faster payment and similar.\n\n5. **Develop arguments**\n - Two to three concrete, fact-based arguments per goal, no emotional appeals.\n\n6. **Tactics and opening statement**\n - How is the conversation opened?\n - In what order are topics addressed?\n - How is resistance handled?\n\n7. **Risks and fallback scenarios**\n - What are the deal-breakers?\n - What is the best alternative if no agreement is reached (BATNA)?\n - At what point does escalation or withdrawal happen?\n\n**Definition of done:** A concrete, one- to two-page negotiation roadmap that can be taken directly into a conversation.\n\n---\n\n## Output format\n\n**Structure:**\n\n## Quote summary\n[Brief overview: amount, delivery time, payment terms, key points]\n\n## Negotiation goals\n**Primary goal:** [for example, lower the price by 10 percent]\n**Secondary goals:** [for example, shorten delivery time, improve payment terms]\n**Fallback position:** [for example, at least 5 percent discount]\n\n## Negotiation levers\n1. [Lever plus brief explanation]\n2. [Lever plus brief explanation]\n3. [Lever plus brief explanation]\n\n## Arguments and talking points\n**For goal 1:**\n- Argument 1: [concrete, fact-based statement]\n- Argument 2: [...]\n\n## Opening statement\n[Concrete opening lines]\n\n## Risks and fallback scenarios\n**Deal-breakers:** [...]\n**BATNA:** [...]\n**Escalation point:** [...]\n\n## Next steps\n1. [Concrete action before the conversation]\n2. [Action during the conversation]\n3. [Action after the conversation]\n\n**Format details:**\n- Length: one to two pages, compact and ready to use.\n- Language: direct and action-oriented, no filler phrases.\n- Numbers: concrete percentages, amounts, time frames.\n\n---\n\n## Rules and constraints\n\n**Focus:**\n- Focus on realistic, market-based goals rather than wishful thinking.\n- Consider the supplier's perspective: why might they agree?\n- Balance negotiation pressure with preserving the business relationship.\n\n**Not allowed:**\n- No unrealistic discount expectations without justification.\n- No unethical tactics such as bluffing, baseless threats or deception.\n- No strategy that deliberately damages the supplier relationship.\n- No generic tips, every recommendation refers concretely to the quote at hand.\n\n**Compliance and ethics:**\n- Negotiations must be conducted fairly and transparently.\n- No cartel agreements or other unlawful practices.\n- Agreements are documented in writing.\n\n---\n\n## Quality control\n\n**Self-check before delivery:**\n1. Are the goals realistic and market-based?\n2. Are the arguments concrete and fact-based?\n3. Is the strategy ready to use without further preparation?\n\n**Escalate to a human:**\n- Where market data is missing: mark this as \"market data required.\"\n- Where the supplier context is unclear: ask targeted follow-up questions.\n- Where a strategic policy decision is needed: refer it to management.\n\n---\n\n## Trigger and required inputs\n\n**Trigger:** A buyer has received a quote and wants to negotiate it.\n\n**Required inputs:**\n1. Quote details: supplier, product or service, quote amount, delivery time, payment terms.\n2. Context and framework conditions: urgency, alternatives, importance of the supplier relationship.\n3. Goal definition, optional: primary goal, fallback positions, deal-breakers.\n\n**Input validation:**\n- If quote details are incomplete: ask targeted follow-up questions.\n- If the context is unclear: ask rather than guess.\n- If no goals are defined: propose suitable goals based on the quote and mark them as a suggestion.", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the system prompt above using the copy button.", "Open chatgpt.com/create, or go to \"Explore GPTs\" and then \"Create\".", "Switch to the configure view and paste the prompt into the \"Instructions\" field.", "Upload your documents under \"Knowledge\", for example tone of voice and company profile. Up to 20 files are supported.", "Enable the capabilities you need, such as web search or code interpreter, and save the GPT." ], "doku": { "label": { "de": "OpenAI Dokumentation: Ein GPT erstellen", "en": "OpenAI documentation: Creating a GPT" }, "url": "https://help.openai.com/de-de/articles/8554397-ein-gpt-erstellen" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the system prompt above using the copy button.", "Open claude.ai/projects and click \"New project\".", "Paste the prompt into the \"Project instructions\" field.", "Upload your documents under \"Project knowledge\". Claude draws on them in every chat in the project.", "Available from the Pro plan. Extended project knowledge scales the capacity automatically." ], "doku": { "label": { "de": "Anthropic Dokumentation: Was sind Projekte?", "en": "Anthropic documentation: What are Projects?" }, "url": "https://support.claude.com/de/articles/9517075-was-sind-projekte" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the system prompt above using the copy button.", "Open copilotstudio.microsoft.com and describe your agent in one sentence.", "Go to \"Instructions\", then \"Edit\", and paste the prompt.", "Upload files under \"Knowledge\", or connect SharePoint and websites.", "Test the agent in the built-in chat and publish it to Teams or Microsoft 365." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the system prompt above using the copy button.", "Open the agents overview and click \"Create agent\".", "Paste the prompt into the \"Instructions\" field. Up to 40,000 characters are supported.", "Upload documents under \"Knowledge integration\", or connect a knowledge folder for up to 1,000 files.", "Choose a model, set the creativity level and release the agent to your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Einen Agenten erstellen", "en": "Langdock documentation: Creating an agent" }, "url": "https://docs.langdock.com/de/resources/agent-creation" } } ] }, "itemIcon": "handshake", "recommended": [ { "slug": "projekt-sparringspartner", "category": "assistent", "name": "The Project Sparring Partner", "teaser": "Guides you through every phase of a project with systematic risk analysis, prioritized courses of action for acute problems, and structured lessons learned after completion.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "kanban-square" }, { "slug": "aufgaben-raster", "category": "skill", "name": "The Task Grid", "teaser": "Reads meeting minutes, emails or other texts and extracts all open tasks, both explicit and implicit, with owners and deadlines.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "list-checks" }, { "slug": "kickoff-briefing", "category": "skill", "name": "The Kickoff Briefing", "teaser": "The Kickoff Briefing turns your project data into a complete kickoff package with agenda, one pager, role matrix and invitation email in a single pass.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "flag" }, { "slug": "retro-regelwerk", "category": "skill", "name": "The Retro Rulebook", "teaser": "The Retro Rulebook builds a complete retrospective package, agenda, guiding questions, a collection template and a three-point action plan with owner and deadline, from just the retro type, time period and team size.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "rotate-ccw" }, { "slug": "onboarding-strecke", "category": "workflow", "name": "The Onboarding Pipeline", "teaser": "Automates customer onboarding from the CRM status change through to a ready-to-send welcome email, turning a classic small business bottleneck into one clean, repeatable workflow.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "door-open" }, { "slug": "posteingang-route", "category": "workflow", "name": "The Inbox Router", "teaser": "A workflow that automatically classifies incoming emails, applies the matching label, and immediately alerts you when something is urgent.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "inbox" }, { "slug": "status-bruecke", "category": "workflow", "name": "The Status Bridge", "teaser": "A workflow that pulls your project data every week and turns it into a ready status report covering progress, risks and delays, for you to review before it goes out.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "activity" }, { "slug": "buero-lotse", "category": "assistent", "name": "The Office Navigator", "teaser": "An assistant that guides you through three recurring office tasks, structured brainstorming, ready-to-use communication drafts, and concrete project planning, based on the context knowledge you provide.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "printer" }, { "slug": "okr-stratege", "category": "assistent", "name": "The OKR Strategist", "teaser": "Translates a top-level strategic goal into a complete OKR set with a qualitative objective, measurable key results, concrete initiatives and an alignment check that flags dependencies and risks.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "target" }, { "slug": "risikomatrix-pruefer", "category": "assistent", "name": "The Risk Matrix Reviewer", "teaser": "Identifies, assesses and prioritizes project risks in a structured risk matrix with preventive and corrective measures.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "grid-3x3" }, { "slug": "workflow-planer", "category": "assistent", "name": "The Workflow Planner", "teaser": "Builds a complete plan from a workflow goal, time frame, and the available resources, with process steps, a resource matrix, risk analysis, and measurable milestones.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "workflow" }, { "slug": "ist-soll-analyst", "category": "assistent", "name": "The Gap Analyst", "teaser": "Systematically compares the current state with the desired target, quantifies the gap between them, and derives initial prioritized actions.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "git-compare" }, { "slug": "google-calendar", "category": "tool", "name": "Google Calendar", "teaser": "Google Calendar is Google's web-based calendar application for appointments, invitations and calendars shared across teams, tightly linked to Gmail, Meet and Drive.", "domaene": "Betrieb & Projektmanagement", "logoFile": "google-calendar.png", "logoEinzug": 0.78 }, { "slug": "linear", "category": "tool", "name": "Linear", "teaser": "Issue tracking and planning tool for software teams that organizes work into cycles, initiatives and roadmaps, automatically routes customer feedback into prioritized issues, and connects to coding tools through an MCP server and its own AI agents.", "domaene": "Betrieb & Projektmanagement", "logoFile": "linear.svg", "logoEinzug": 0.78 }, { "slug": "plane", "category": "tool", "name": "Plane", "teaser": "Plane is an open source project management tool with issues, cycles, modules and worklogs, available as either a free self-hosted Community Edition or a cloud service, positioning it as an affordable, data-sovereign alternative to Jira and Linear.", "domaene": "Betrieb & Projektmanagement", "logoFile": "plane.png", "logoEinzug": 0.78 } ] }