Rapid Turnaround. Human Verified.

Turn Complex Inbound RFQs into Approved Quotes in Minutes.

When buyers ask for bids, speed and precision decide the winner. Our AI RFQ-to-Quote Agent ingests requests from emails, portals, and PDF spec sheets, extracts line items, flags missing information, and prepares itemized quotes for your team's review and sign-off.

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The Challenge

Manual quote preparation is slow, repetitive, and vulnerable to errors.

Estimators and sales engineers spend half their week manually reading messy RFQ emails, copying part numbers into spreadsheets, calculating rate cards, and typing quotes. By the time the estimate is sent, competitors have already won the business.

✕ Turnaround times of 24–72 hours costing you high-margin bids
✕ Manual data-entry errors on quantities, dimensions, or part numbers
✕ Incomplete RFQs sitting idle because nobody requested missing specs right away
✕ Estimators burned out doing clerical copy-pasting instead of closing deals

Ideal Use Cases

High-volume quote and estimation workflows

Specifically engineered for industries where quote requests involve detailed specifications, variable line items, and strict margin considerations.

Logistics & Freight Insurance Wholesale & MGAs Pool & Field Services Commercial Contractors Manufacturing & Distribution Equipment Rental

Crucial Pricing & Approval Governance:

The AI RFQ-to-Quote Agent does not blindly submit automated pricing. All pricing formulas, rate tables, and margins adhere strictly to your approved business rules. Every draft quote is queued for human review and estimator sign-off before dispatch.

Core Capabilities

Automating the Quotation Lifecycle

From unstructured email attachments to structured, verified proposals ready for client delivery.

Multi-Format RFQ Ingestion

Monitors quotation inboxes, web forms, and broker portals. Parses incoming emails, PDF spec sheets, Excel matrices, and Word scopes without manual formatting.

Detailed Spec & Line Extraction

Accurately extracts SKU numbers, dimensions, weights, quantities, delivery postcodes, target completion dates, and project requirements into structured fields.

Gap Detection & Clarification Drafts

Detects missing parameters (such as freight class, site access conditions, or material grades) and automatically drafts clarification emails for your team to send.

Rule-Based Draft Pricing

Applies your approved rate schedules, tiered margins, minimum order quantities, and surcharges to calculate estimated line totals automatically.

Human-in-the-Loop Review Queue

Routes generated draft proposals directly into an estimator dashboard or email queue with clear side-by-side source document verification for one-click approval.

ERP & CRM Sync

Transfers approved quotes directly into your ERP, quoting software, or CRM (e.g. QuickBooks, NetSuite, Salesforce, custom databases) with all itemized metadata.

Operational Sequence

From Inbound RFQ to Approved Quote

How your estimation team goes from days of manual calculations to minutes of verified proposal delivery.

RFQ Received

A customer or broker sends an RFQ via email, portal, or attachment. The agent detects and captures the file.

Data Extraction

AI extracts line items, quantities, part codes, and delivery requirements into structured data fields.

Rate Matching & Check

The agent references your approved rate tables and margin formulas, checking for missing or ambiguous details.

Draft Proposal Assembled

A complete, professional proposal draft is generated alongside source document citations.

Estimator Sign-Off

Your human estimator reviews, adjusts margins if needed, and clicks approve to send the official quote.

Business Impact

Win More Bids with Unmatched Speed and Precision

In competitive bidding, the first comprehensive, accurate quote sets the benchmark.

Minutes Instead of Days

Shorten quote cycle times from 48 hours to under 15 minutes. Capture high-intent procurement decisions before competitors respond.

Protected Margins & Accuracy

Eliminate manual transcription errors on complex line items. Enforce minimum gross margins and cost escalation rules automatically.

Empower Skilled Estimators

Free senior technical estimators from manual data transcription, letting them focus on strategic negotiation, complex engineering, and customer relationships.

Configuration

Configured for Your Products & Pricing Models

Every estimation engine is custom configured around your unique rate sheets, discount tiers, product catalogs, and ERP integrations.

What you provide:

→ Sample historical RFQs (emails, PDFs, spreadsheets) and corresponding quotes
→ Current price sheets, master part catalogs, or pricing calculation guidelines
→ Required fields that must be present before an estimate can be generated
→ Approval hierarchy and sign-off thresholds for senior estimator review

What we build:

✓ Intelligent document parser tuned to your industry's spec formats
✓ Automated missing-information detector with drafted clarification emails
✓ Draft proposal generation engine linked to your rate guidelines
✓ Estimator review dashboard and CRM/ERP export integration

Commercial Model

Implementation & Pricing

Sample Audit & Feasibility

We analyze 10–20 of your past RFQs and quotes to evaluate data variability and map your pricing rules.

Custom Extraction & Logic Build

Fixed-fee development covering parsing models, rate table configurations, review queues, and ERP webhooks.

Volume-Based Recurring Support

Ongoing monitoring, rate table updates, format drift adjustments, and high-availability document processing.

Request an RFQ Workflow Audit

FAQ

Common Questions

Does the AI automatically send quotes directly to customers?

No. By design and governance, pricing and approval rules depend strictly on your requirements. The AI parses the request, extracts data, checks inventory or rate matrices, and prepares a complete draft estimate. An authorized human estimator must review, verify, and approve the quote before it is released to the client.

What formats of RFQs can the system handle?

The system ingests unstructured emails, PDF attachments (both scanned and digital), Excel spreadsheets, Word documents, and web forms. Our models extract line items even from inconsistent layouts and varied vendor templates.

What happens if an RFQ is missing essential project details?

The agent detects missing required specifications (e.g. dimensions, delivery timelines, or exact part designations) and flags the submission. It can automatically draft a polite clarification request for your review and send, saving hours of back-and-forth investigation.

Can it integrate with our ERP or inventory database?

Yes. We build custom API connectors for ERP systems, inventory management software, and custom internal SQL databases so rate calculations reflect real-time costs and approved margins.

Related Services

Document Intake & AP

Process inbound vendor invoices, shipping manifests, and compliance paperwork with automated data extraction and accounting software sync.

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Workflow Automation

Connect your quote approvals to downstream fulfillment, purchase order creation, and client onboarding workflows automatically.