SOLUTION DEMO
RFQ-to-Quote Automation Demo
See how a distributor could turn an incoming RFQ into a quote draft without copying products, quantities and prices between systems.
This is a static, fictional example, not a client implementation or a working integration. Company names, products, prices, stock and scores are illustrative. No data is uploaded, processed or sent.
Fictional inbound email · RFQ-DEMO-001
ABC Mechanical Contractors
Please quote the following:
- 14 × ABC-123
- 6 × XY-440
Equivalent substitute acceptable.
Delivery required Friday.
What needs a person?
- “Friday” has no calendar date. Confirm the delivery date and destination.
- Permission to suggest an equivalent does not confirm that a particular substitute is suitable.
- Stock in a catalog does not confirm delivery availability.
Draft only. Do not promise delivery.
From request to review, in eight steps
Incoming RFQ
Read the fictional email above.
Extraction
Identify two line items and their quantities.
SKU matching
Match ABC-123; flag XY-440 for an alternative.
Availability
Check the sample stock records, not live suppliers.
Pricing
Use sample costs and a 25% gross-margin rule.
Substitute review
Suggest XY-441, but require a compatibility check.
Quote draft
Prepare line items and highlight unresolved details.
Sales approval
Hold the draft. Nothing is sent or written to a CRM.
Quote draft: ABC Mechanical Contractors
On hold for reviewAll amounts are fictional USD values. Scores are mock matching scores, not measured accuracy or evidence of compatibility.
| Requested / matched product | Quantity / availability | Unit pricing / margin | Substitute / mock confidence | Approval |
|---|---|---|---|---|
| ABC-123INT-1042Brass adapter, 1/2 inch | 14 units24 units in sample catalog | $20.00 / unitCost: $15.00 Margin: 25% Line: $280.00 | Not neededMock confidence: 98% | Pending sales review |
| XY-440INT-2091 (candidate)Valve assembly, 3/4 inch | 6 unitsRequested item: 0; candidate: 8 units | $48.00 / unitCost: $36.00 Margin: 25% Line: $288.00 | XY-441, compatibility unverifiedMock confidence: 76% | Blocked: confirm substitute |
Requested SKU: ABC-123
- Matched internal SKU
- INT-1042
- Description
- Brass adapter, 1/2 inch
- Quantity
- 14 units
- Availability
- 24 units in sample catalog
- Unit price / cost
- $20.00 / $15.00
- Gross margin
- 25%
- Line total
- $280.00
- Substitute
- Not needed
- Mock confidence
- 98%
- Approval
- Pending sales review
Requested SKU: XY-440
- Matched internal SKU
- INT-2091 (candidate)
- Description
- Valve assembly, 3/4 inch
- Quantity
- 6 units
- Availability
- Requested item: 0; candidate: 8 units
- Unit price / cost
- $48.00 / $36.00
- Gross margin
- 25%
- Line total
- $288.00
- Substitute
- XY-441, compatibility unverified
- Mock confidence
- 76%
- Approval
- Blocked: confirm substitute
Provisional subtotal, including the unapproved substitute
$568.00
Excludes freight and tax. Not an offer or a sendable quote.
How the sample pricing works
Unit price = cost ÷ (1 − 25% gross margin). The two lines are $280 and $288. Real customer terms, discounts, freight and taxes need their own agreed rules.
A salesperson owns the next decision
In a real implementation, the draft would stay on hold until the assigned reviewer resolves these checks:
- Confirm XY-441 is a technically suitable, customer-approved substitute.
- Confirm the delivery date, destination, availability and freight.
- Approve the prices, customer terms and final quote.
There is no approval button in this static demo. No quote has been sent, stock reserved or CRM record updated.
Want to map this to your current quoting process?
Start with a free 30-minute workflow review. We can discuss your RFQ formats, catalog quality, approval rules and system access. Please do not put customer records or credentials in the booking form.