Reducing RFQ Response Time by 70% Using AI Automation
Transforming manual RFQ processing into an AI-powered, end-to-end automated workflow for industrial supply chain efficiency.
Reducing RFQ Response Time by 70% Using AI Automation
Transforming manual RFQ processing into an AI-powered, end-to-end automated workflow for industrial supply chain efficiency.
Overcoming Fragmented RFQ Workflows
The client's quote management process was inefficient due to highly unstructured RFQ submissions and complex multi-layer quotation workflows. Customers provided RFQs in diverse formats like Excel sheets, tabular PDFs, plain emails, and custom templates, leading to human errors, slow vendor communication, and delayed responses.
Multi-Layer Quotation Workflow Complexity
Additionally, their dual-sourcing model required coordinating internal inventory checks and third-party vendor quotes, consolidating pricing, and ensuring margin accuracy. The lack of centralized tracking made monitoring progress, bottlenecks, and reporting difficult. Fragmented inputs, complex coordination across sales and vendors, and limited visibility created inefficiencies, increased errors, and reduced responsiveness. A transformative approach was required to modernize RFQ processing.
Approach to Automation
Edstem partnered closely with the client's teams to analyze existing workflows, redesign processes, develop an LLM-driven AI parser, implement a React + Java Spring Boot platform, and integrate automated email handling via SendGrid and Azure infrastructure.
Technology Stack
AI-Powered RFQ Processing Platform
Edstem developed an end-to-end AI-driven platform to automate RFQ processing with intelligent email parsing, end-to-end workflow automation, centralized visibility, and cloud integration.
Intelligent Parsing
LLM-driven engine extracts data from diverse RFQ formats and maps to product database
Automated Vendor Communication
Systematic email outreach via SendGrid reduces manual effort and accelerates quote collection from vendors.
End-to-End Visibility
Centralized dashboards track RFQ progress from email to invoice, improving stakeholder transparency
AI Parsing
LLM-driven extraction from any RFQ format
Email Automation
Automated vendor communications via SendGrid
Quote Consolidation
Aggregate internal and vendor pricing to generate accurate quotes
Centralized Dashboard
End-to-end visibility of RFQ lifecycle for all stakeholders
Impact & Outcomes
The AI-driven platform transformed RFQ processing: 70% reduction in manual processing time, faster and more accurate customer quotes, streamlined vendor coordination and follow-ups, centralized visibility across the sales cycle, and competitive advantage through early AI adoption in 2023.
Before
- Manual RFQ processing
- Fragmented Excel, PDF, and email inputs
- Delayed vendor communication
- Limited visibility and tracking
After
- AI-powered LLM parser handling any RFQ format
- Automated workflow from assignment to invoice
- Faster, accurate customer quotes
- Centralized dashboards with real-time monitoring
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