About This Automation
Quote and RFQ management covers reviewing inbound requests, pricing materials and labor, drafting a formal quote, and routing it for approval before it reaches the customer. Because each step depends on manual lookups and handoffs between roles, the cycle is slow and prone to pricing errors.
The automated version reads incoming requests, pulls current costs, and drafts a priced quote without re-entry. It routes the draft for approval and sends the finished quote to the customer, cutting turnaround from days to hours.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Watches the sales inbox for incoming RFQ emails and pulls the message and any attachments.
RFQ Intake parses specs, quantities, and customer details from the email and attachments.
Structured details are appended automatically to the master RFQ tracking sheet.
Cost & Pricing pulls current material costs, applies labor and overhead, and drafts the quote.
Quotes above $5,000 are held for a quick manager review before sending; smaller quotes skip this step.
Quote Delivery emails the finalized quote to the customer once approved or auto-cleared.
Opportunity record is updated with quote status and a follow-up task is scheduled automatically.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
QuickBooks Online
Google Sheets
Google Docs
HubSpot
Microsoft Outlook
Microsoft Excel
SalesforceWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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