Quote & RFQ Management

Q: Can the automation handle custom product specifications or unusual customer requests?

The automation handles standard requests automatically; unusual or ambiguous requests are flagged for manual review so your team can assess them.

Q: Will the automation work with our existing ERP and CRM systems?

Yes, the automation integrates with mainstream ERP, CRM, and spreadsheet tools; your IT team will connect the systems during setup.

Q: What happens to quote data that is already in our spreadsheets or CRM?

Existing data is preserved and mapped into the automation; no historical quotes are lost or overwritten during the transition.

Q: Can managers still review and reject quotes before they are sent to customers?

Yes, quotes are routed to managers for approval before delivery; managers receive notifications and can approve, request changes, or reject quotes in real time.

Keep every RFQ moving from inbox to signed quote without losing track of where each one stands.

888 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Quote and RFQ management involves receiving customer requests, extracting details, calculating pricing, and generating proposals manually across email and spreadsheets. Manual handling causes delays, data entry errors, and inconsistent follow-up that frustrate customers and tie up sales staff.

Automation captures incoming requests, extracts customer and product data, looks up pricing and inventory, calculates totals with margin checks, and generates branded proposals ready for approval or delivery. Sales staff focus on closing deals instead of administrative work.

Key features:

Capture quote requests from email and web forms into a single inbox

Extract customer and product details automatically and validate against your records

Look up pricing, inventory, and discounts from your ERP system in real time

Calculate totals, margins, and apply company policy checks automatically

Generate branded proposal documents with customer details and specifications

Route quotes for approval with clear status tracking and notifications

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual data entry errors Copying customer and product details across multiple systems introduces typos and mismatches that require rework.	80%
2	Scattered quote requests Requests arrive via email, web forms, and portals; staff must check multiple inboxes and channels to find all requests.	67%
3	Approval bottlenecks Managers are often unavailable; quotes sit in draft status for 4-24 hours, delaying customer response.	53%
4	Inconsistent quote tracking Status updates are manual and sporadic; follow-up dates are missed and quote pipeline visibility is poor.	40%
5	Pricing lookup delays Staff must search ERP systems and spreadsheets for unit costs and discounts, slowing quote generation.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

7.9/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. RFQ Receivedtrigger

Quote request arrives via email, web form, or customer portal and is captured by the automation platform.

2. Extract RFQ Data

The automation parses the incoming request, identifies customer name, product codes, quantities, and special requirements, and validates against known customer records.

3. Look Up Pricing

The automation queries the pricing and inventory database to retrieve unit costs, volume discounts, and stock levels for each product.

4. Calculate Quote

The system calculates line totals, applies discounts, adds shipping and tax, and verifies margins against policy thresholds.

5. Generate Proposal

A proposal document is automatically generated with customer details, product specs, pricing, terms, and company branding, ready for review.

6. Route for Approval

The proposal is sent to the sales manager with a direct link to approve or request changes, with a 4-hour timeout.

7. Send to Customer

Once approved, the proposal is automatically sent to the customer and logged with a follow-up reminder.