Built for manufacturing teams

Handle RFQs with more clarity and control

RFQ Assistant is an RFQ inbox built for manufacturing teams. It extracts key data from emails and attachments, flags missing information, prepares a calculation preview, and turns reviewed inputs into a customer reply and branded PDF quote.

How it works

By phone, online, or in person at your site by prior arrangement.

sync_alt Runs alongside your current process
verified_user Your team approves every outgoing response
RFQ Assistant request overview
Compatible with
mail Gmail · Outlook · IMAP
description PDF · DOCX · XLSX · CSV
deployed_code CAD · format-dependent
api CSV/XLSX export for ERP
Inbox view with RFQ emails mixed with normal communication and attachments

A messy inbox slows RFQ handling and first response

RFQs often get buried inside normal email threads and mixed attachments. Before the team finds the files, re-enters the data, checks what is missing, and hands the RFQ to the next person, both time and visibility are lost. When the next step slips, the opportunity can slip with it.

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    Manual re-entry from email and attachments into spreadsheets or ERP

    Important information stays scattered across PDFs, spreadsheets, and technical files.

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    Missing information shows up only when someone is already preparing the reply

    That slows both intake and quote preparation and increases the risk of delay.

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    RFQ status is not visible in one place

    Without a clear workflow, it is hard to see who needs to review what and what happens next.

Everything around the RFQ in one place

Inbox, attachments, RFQ status, and extracted data stay together so the team can immediately see what arrived, what is missing, and how to move forward.

Missing information highlighted in the RFQ Assistant overview

Missing information is visible immediately

The overview makes it clear what still needs to be confirmed or completed before the team starts preparing a response.

Response drafting mode in RFQ Assistant

Response drafting by workflow mode

RFQ Assistant helps generate, edit, or extend the next response depending on whether you are preparing a clarification request or a quote reply.

Supported attachment formats

RFQ Assistant works with common documents and spreadsheets. Use of CAD files depends on the file format, input quality, and enabled product features; supported files can provide available metadata and technical context for review, but the product does not fully interpret every CAD file.

description
PDF and Word documents
PDF and DOCX attachments for standard RFQ documents and text content.
table_chart
Excel and CSV files
XLSX and CSV inputs for line items, quantities, due dates, and other RFQ data.
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ZIP packages
ZIP attachments are processed when they contain supported files inside.
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CAD files
Depending on file format, input quality, and enabled features, supported STEP / STP, DWG, and DXF files can provide available metadata and technical context for review.

Prepare quotes faster in one tool

RFQ Assistant carries structured RFQ data into a reviewed calculation and uses the reviewed inputs to prepare the customer reply and a branded quote document.

Calculation preview

Review inputs and indicative pricing in one place

Extracted line items open in an editable worksheet. Complete missing costs, adjust assumptions, and review a transparent price breakdown before preparing the quote.

  • Workspace rates and material costs reduce repeated setup work.
  • When the STEP/STP format, input quality, and enabled features allow it, the preview can include a suggested blank size for review.
Quote preparation

Move from the reviewed calculation directly to the quote

RFQ Assistant uses reviewed line items and prices to prepare the customer reply. It can also generate a clean quote document with your logo, company details, line items, notes, and terms for the same email.

Your team always approves the final pricing, document content, and sending.

Fits into your current workflow

After connecting the inbox, your team works from the RFQ Assistant overview. The list shows every RFQ, and opening one record brings the email, attachments, extracted data, missing information, and next step into one place.

01

Connect the inbox where RFQs arrive

Connect Gmail, Outlook, or another company inbox once. Customers continue sending RFQs to the same email address they already use.

Inbox connection in RFQ Assistant
02

A new RFQ appears in the list

RFQ Assistant identifies it among other emails. Open the record to see the message, attachments, due date, line items, materials, and any missing-information warning.

Detected RFQ in RFQ Assistant
03

Review the extracted data and calculation

Your team checks the line items from the email and attachments, completes missing costs or rates, and adjusts quantities, materials, or other assumptions. The calculation is then marked as reviewed.

04

Use the reviewed inputs for the reply

In the editor, prepare a priced email and an optional PDF quote with your company logo. Everything remains editable before sending; your team approves the final price and reply.

verified_user

Your team stays in control

The calculation preview, customer reply, and PDF quote all use reviewed inputs. Your CRM, ERP, and internal approvals remain part of the workflow.

Editable inputs Review before quoting Approval before sending

Key RFQ data, structured and ready

Instead of searching across emails and attachments, your team sees the important RFQ data in one application, with a clear view of what arrived, what is missing, and what happens next.

RFQ overview

RFQ - machined pump skid plates, attached STEP files

From: liam.carter@hydroworks-skids.nl

Due: May 30, 2026

list_alt4 line items

Missing information

Tolerance or surface finish is missing (Machined base plate 20 mm).

Tolerance or surface finish is missing for the machined base plate. The relevant standard is also missing, along with part of the surface requirements on additional line items.

table_rowsExtracted data

Part number Description Material Tolerance Surface Process Standard Due date Quantity Unit
SKID-PLATE-20MMMachined base plate 20 mmS355--machiningEN 100252026-05-308pcs
SKID-GUSSET-12MMLaser-cut stiffener 12 mmS355--laser_cuttingEN 100252026-05-3032pcs
SKID-RAIL-80X40Machined support rail 80x40S355+/-0.20 mm-machiningEN 100252026-05-3016pcs
SKID-SHIM-3MMShim set 3 mm, zinc platedS235JR-Zinc platedlaser_cuttingEN 100252026-05-3064pcs
table_rows
Key data in one place

RFQ Assistant processes the RFQ email and attached documents, then presents the key data in a structured interface with export options.

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Missing information stands out

RFQ Assistant flags missing information based on what matters for your workflow.

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Each RFQ has status and ownership

It is clear who owns the review, what is waiting for clarification, and which step the RFQ is currently in.

What improves in practice

hub

Less manual re-entry

Emails and attachments are processed into a structured view instead of being manually copied between tools.

update

Faster next step

The team sees earlier whether the RFQ is ready for a first response or whether something still needs clarification.

security

Fewer RFQs lost in the inbox

Each RFQ has clear status, owner, and internal context so nothing stays buried in the inbox.

auto_awesome

Missing information is caught earlier

You do not need to wait until late in quote preparation to discover that something important is missing.

group

More control

It is clear what is new, what is waiting for review, and which stage the RFQ is in.

request_quote

Less manual quote preparation

Workspace rates, material costs, and reviewed line items carry into the reply and PDF quote without repeated re-entry.

check_circle What RFQ Assistant is

  • An RFQ inbox and workflow product for manufacturing teams
  • A product designed for structured RFQ handling
  • A clearer way to see RFQs and move to the next step

cancel What RFQ Assistant is not

  • An all-purpose ERP or CRM
  • A generic AI tool without RFQ context
  • An autonomous agent that handles RFQs on its own

Where it fits best

RFQ Assistant is built primarily for manufacturing companies where RFQs arrive by email and processing them still takes too much manual work.

precision_manufacturing

CNC machining

Teams where RFQs often arrive by email with attachments and require a fast first response.

construction

Sheet metal fabrication

Teams where RFQs arrive with attachments and create too much manual preparation work.

deployed_code

Plastic injection molding

Manufacturers where RFQ handling and attachment review still depend on too much manual work.

factory

Industrial suppliers

Suppliers with higher RFQ volume who need better operational visibility.

Beyond these segments, RFQ Assistant also fits other teams where RFQs arrive by email and still require manual handling.

No commitment upfront

A clear commercial path

We first confirm that RFQ Assistant makes sense in your real workflow. Paid continuation is discussed only after that.

01

Initial walkthrough

Free

By phone, online, or at your site by prior arrangement.

02

Guided pilot

Free usually 2–4 weeks

A narrow scope, guided setup, and operation alongside your current process.

03

After the pilot

From €99 per month, excluding VAT

We confirm the exact offer after the pilot from observed RFQ volume and the required scope.

After the pilot, you can continue, adjust the scope, or stop.

How the initial evaluation works

We start in whichever way suits you. No preparation and no commitment to change your current process.

Step 01

Choose how to talk

A short phone call, an online walkthrough, or a visit to your site after a brief phone conversation.

Your choice
Step 02

Review your workflow

Using sample data, we show the structured RFQ, calculation preview, customer reply, and PDF quote. You do not need to prepare anything.

10–20 min
Step 03

Guided pilot

If the fit is there, we can continue with a narrowly scoped pilot. It typically runs for 2 to 4 weeks alongside your current process.

2–4 weeks
Step 04

Joint evaluation

If the pilot confirms value and both sides want to continue, we agree the exact scope and price. Otherwise, you can adjust the scope or stop.

Continue / adjust / stop

Frequently asked questions

Free guided pilot

We are looking for 2–4 manufacturing companies for an RFQ Assistant pilot

For the current pilot phase, we are looking for teams that want to validate RFQ Assistant in a real workflow. The pilot usually runs for 2–4 weeks with a narrow scope and alongside the existing process.

Narrow, agreed scopeWe first define what the pilot should validate.
Alongside your processNo need to change your existing workflow upfront.
Your team stays in controlYou approve every send and final price.