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RFQ automation, explained for industrial suppliers

An RFQ arrives as an email, a PDF or a spreadsheet. Someone reads every line, finds each item in the catalogue, looks up the price, applies the discount rules and types a quotation. RFQ automation takes over the reading, matching and drafting, and leaves the pricing decision with your team.

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What RFQ automation means

RFQ automation is software that turns an incoming request for quotation into a draft quotation. It reads the RFQ in whatever format it arrives, extracts each line with its quantity and specification, matches every line to an item in your catalogue or price list, applies your pricing and discount rules, and prepares the quotation in your own format. Lines it cannot match with confidence are flagged for a person instead of guessed. A sales engineer or manager then reviews the margin, the exceptions and the terms, and approves the quotation before it is sent. For an industrial supplier in the UAE, Saudi Arabia or Egypt, that usually means Arabic and English documents, contractor BOQs, and price lists that change often, so the system has to handle both languages and keep a record of which price list each quotation used.

From inbox to approved quotation

  1. Read. The RFQ is taken from email, PDF, Excel or WhatsApp, and each line is extracted with quantity, unit and description.
  2. Match. Each line is matched to your catalogue, past quotations or approved alternatives. Uncertain matches are flagged.
  3. Price. Your price list, customer terms and discount authority are applied. Nothing is priced outside the rules you set.
  4. Approve. The right person sees the margin, the flagged lines and the risks, and approves or changes the quotation.
  5. Record. The quotation is sent and written back to your ERP or CRM, with a record of who changed what.

What to automate, and what to keep with people

Automate

Reading documents, re-typing lines, catalogue look-ups, applying standard prices and discounts, formatting the quotation, chasing approvals.

Keep with people

Non-standard discounts, technical substitutions, commercial terms, and the final decision to send. The system prepares; a person approves.

Questions to ask any RFQ automation vendor

  • Does it read our real RFQs, in Arabic and English, or only clean templates?
  • What happens to a line it cannot match: is it flagged or guessed?
  • Can it apply our discount authority, so no one prices below their limit?
  • Does it write back to our ERP, or create another system to maintain?
  • Who owns the code and the data if we stop working together?

Related

Common questions

What is RFQ automation?

Software that reads an incoming request for quotation, matches each line to your catalogue and price list, applies your pricing rules and drafts the quotation for a person to approve.

Does RFQ automation send quotations on its own?

Not with Valkyn. The system drafts the quotation; a person approves every price and term before it leaves the company.

Can it read Arabic RFQs?

Yes. Valkyn builds for Arabic and English documents and tests on your own past RFQs before go-live.

How do I know what RFQ automation is worth to us?

The free assessment at valkyn.ai/value estimates the saving from your own RFQ volumes, team and salaries in about three minutes, and shows every assumption.

Estimate what automating your RFQs is worth

Free, about three minutes, and every assumption is shown.

Start the free assessment

Or email info@valkyn.ai