Automate RFQ Management
Send RFQs to multiple suppliers, collect and compare quotes automatically, and make faster sourcing decisions — without the back-and-forth email coordination.
Time savings
| Task | Manual | Automated |
|---|---|---|
| Drafting and sending RFQ documents to suppliers | 60 minutes per RFQ | 5 minutes per RFQ |
| Collecting and consolidating supplier quotes | 2 hours per RFQ cycle | 15 minutes |
| Comparing supplier bids in a structured format | 45 minutes | 3 minutes |
| Following up with non-responding suppliers | 20 minutes per supplier | Automated |
Process breakdown
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Receive RFQ request and identify suppliers
AutomatedThe agent picks up an RFQ request from the procurement team, identifies the relevant approved supplier list from the ERP or supplier database, and prepares the distribution list.
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Draft and send RFQ documents
AutomatedThe agent generates a structured RFQ document with specifications, quantities, delivery terms, and submission deadlines, then emails it to all selected suppliers simultaneously.
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Follow up with non-responding suppliers
AutomatedIf a supplier has not submitted a quote by the midpoint deadline, the agent sends an automated reminder and logs the non-response for the procurement team.
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Collect and parse supplier quotes
AutomatedIncoming quote emails and attachments are parsed by the agent, which extracts pricing, lead times, and terms into a standardized comparison sheet.
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Review comparison and select supplier
HumanThe procurement manager reviews the auto-generated bid comparison report and selects the preferred supplier based on price, lead time, and vendor rating.
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Notify suppliers of outcome
AutomatedThe agent sends award notifications to the winning supplier and polite rejection emails to unsuccessful bidders, maintaining supplier relationships.
Automated RFQ Drafting
The agent generates structured RFQ documents from procurement requests, including specifications, quantities, and submission deadlines, ready to send in minutes.
Multi-Supplier Distribution
RFQs are sent simultaneously to all approved suppliers on your list, with each email personalized and tracked for open and response rates.
Automated Supplier Follow-Up
The agent sends timed reminders to suppliers who have not responded, reducing the need for manual chasing and improving quote submission rates.
Quote Parsing and Comparison
Supplier quotes received by email or attachment are automatically extracted and compiled into a side-by-side comparison sheet with pricing, lead times, and terms.
Award and Rejection Notifications
Once a supplier is selected, the agent sends award confirmations and rejection notices automatically, keeping all suppliers informed without manual emails.
ERP and Audit Trail Sync
All RFQ activity — quotes received, comparisons made, and supplier selected — is logged in the ERP to maintain a complete procurement audit trail.
FAQ
Can the agent handle RFQs with complex technical specifications?
Yes. Technical specification documents can be attached to the RFQ template. The agent distributes them alongside the standard RFQ and can parse structured responses, though highly technical evaluation criteria may still require human review.
What if suppliers respond in different formats or languages?
The agent uses document parsing and natural language processing to extract key data fields from varied response formats. Arabic and English responses are both supported, with multi-language extraction available.
How does the system handle confidential pricing between competing suppliers?
Each supplier receives and responds to their own RFQ independently. The consolidated comparison is only visible internally to the procurement team, ensuring supplier pricing remains confidential.
Is this suitable for UAE government or free zone procurement requirements?
The RFQ workflow can be configured to meet specific documentation and audit trail requirements for government-linked entities, free zone operators, and companies subject to procurement policy mandates.
Ready to automate your RFQ process?
Deploy an AI agent that sends RFQs, chases suppliers, parses quotes, and builds comparison reports automatically — so your procurement team spends time on decisions, not admin.