Automate RFQ Processing Inside Microsoft Outlook — Detect, Extract, Quote
Your enterprise runs on Outlook. Your RFQ processing should too. Detect incoming quote requests, extract buyer requirements from emails and PDF attachments, and generate professional quotation replies — all without leaving Microsoft Outlook.
Over 400 million people use Microsoft Outlook worldwide. RFQ AutoPilot ensures every Outlook-based sales team can automate their quoting workflow — just like Gmail users already do.
Works Inside Outlook
No tab switching, no external platforms. The entire RFQ workflow lives inside the Outlook interface your team already uses every day.
AI-Powered Extraction
Our AI detects RFQs, extracts product data from emails and PDF attachments, and applies your pricing rules automatically. PDF extraction →
Quote in Under 5 Minutes
From RFQ detection to polished quotation reply — entirely within Outlook. One inbox. One workflow. Zero context switching. See automation →
RFQ — Industrial Parts Q4
From: procurement@acme.com · 2 attachments
Dear Sales Team,
Please provide a quotation for the following items as soon as possible. Delivery required by Nov 30th.
How RFQ AutoPilot Works Inside Microsoft Outlook
RFQ AutoPilot's Outlook add-in integrates directly into the Outlook interface — appearing as a sidebar panel when you open RFQ emails. No external browser tabs. No separate windows. Everything happens within Outlook.
Install the Outlook Add-in
One-Click Installation from Microsoft AppSource
Open Microsoft Outlook, navigate to the Add-ins menu or visit Microsoft AppSource, search for "RFQ AutoPilot", click "Add" — and you're done. No .exe download. No restart needed. The add-in appears in your Outlook toolbar in under 60 seconds.
- Works on Windows, Mac, Web, iOS & Android
- Admin deployment for org-wide rollout
- Compatible with Outlook 2019, 2021, and Microsoft 365
- Permissions limited to email reading and draft creation
AI Detects RFQ Emails Automatically
Incoming Quote Requests Identified and Flagged in Your Inbox
RFQ AutoPilot monitors your Outlook inbox in real time. AI scans each incoming email's subject, body, and attachments — identifying RFQs instantly. Priority scoring ranks urgent requests. Non-RFQ emails are left completely untouched.
- 🟢 RFQ badge on detected emails
- ⚡ Urgency indicator for time-sensitive requests
- 📊 Quick preview of line items detected
- 🔔 Desktop notifications for high-priority RFQs
Extract Data from Emails & Attachments
One Click Extracts Every Detail from the RFQ
Open any detected RFQ email and click the RFQ AutoPilot icon. The sidebar opens with every product name, part number, quantity, specification, and delivery term extracted — from email body, PDFs, Excel files, Word docs, and even scanned images.
- PDF, Excel, Word & image parsing
- Product catalog matching with SKU numbers
- Confidence scoring with manual verification flags
- Multi-language support for 40+ languages
Generate Quotation Reply Inside Outlook
Professional Quote Draft Created as an Outlook Reply
Review the extracted data, click "Generate Quote", and RFQ AutoPilot creates a complete draft reply in Outlook's compose window. Your pricing rules, customer discounts, branding, and signature are applied automatically. Edit any field, then hit Send.
- Pricing rules & customer discounts applied
- Company branding & signature included
- Full edit control before sending
- Sent from your Outlook address — no external branding
Complete Workflow Timeline
| Step | Action | Time | Where It Happens |
|---|---|---|---|
| 1 | Install add-in | 60 seconds | Outlook Add-ins menu |
| 2 | RFQ detected | Automatic | Outlook inbox |
| 3 | Data extracted | 10–30 seconds | Outlook sidebar panel |
| 4 | Quote generated | 5–15 seconds | Outlook compose window |
| 5 | Review & send | 2–3 minutes | Outlook compose window |
| Total | RFQ to Quote | Under 5 minutes | Entirely inside Outlook |
Every Gmail Feature — Now Inside Outlook
We built the Outlook add-in with complete feature parity — every capability available in the Gmail Chrome extension for sales is available in the Microsoft Outlook quote add-in. No compromises. No missing features. No second-class experience.
Instant RFQ Detection
AI monitors your inbox in real time. Every incoming quote request is detected, flagged, and prioritized — automatically, before you even open it.
40+ Language Support
Process RFQs from global buyers in any language. Our AI extracts structured data from emails and documents in over 40 languages.
Analytics Dashboard
Track quote response times, win rates, and team performance. Embedded directly in the Outlook sidebar — no external dashboard needed.
Team Collaboration
Shared product catalogs, pricing rules, and quote templates. Consistent experience whether your team is on Outlook or Gmail.
CRM & ERP Integration
Quote data syncs to Salesforce, HubSpot, Dynamics 365, and major ERP systems. No double data entry, ever.
Enterprise Security
SOC 2 Type II certified. TLS 1.3 encryption. OAuth 2.0 via Microsoft identity. GDPR compliant. Your data never trains our AI models.
Gmail Extension vs. Outlook Add-in — Feature Comparison
✅ 100% feature parity — every feature, setting, and capability is identically available on both platforms.
| Feature | Gmail Extension | Outlook Add-in | Parity |
|---|---|---|---|
| Automatic RFQ detection | ✓ | ✓ | Full |
| AI email body extraction | ✓ | ✓ | Full |
| PDF attachment parsing | ✓ | ✓ | Full |
| Excel attachment parsing | ✓ | ✓ | Full |
| OCR for scanned documents | ✓ | ✓ | Full |
| Multi-language support (40+) | ✓ | ✓ | Full |
| Product catalog matching | ✓ | ✓ | Full |
| Customer-specific pricing | ✓ | ✓ | Full |
| Volume discount calculation | ✓ | ✓ | Full |
| Multi-currency conversion | ✓ | ✓ | Full |
| Quote template library | ✓ | ✓ | Full |
| One-click quote generation | ✓ | ✓ | Full |
| Quote tracking & analytics | ✓ | ✓ | Full |
| Follow-up reminders | ✓ | ✓ | Full |
| Team collaboration | ✓ | ✓ | Full |
| CRM integration | ✓ | ✓ | Full |
| ERP data sync | ✓ | ✓ | Full |
| Approval workflows | ✓ | ✓ | Full |
| Data export (Excel/CSV) | ✓ | ✓ | Full |
| API access | ✓ | ✓ | Full |
Single-Platform Companies
If your entire team uses Outlook, you get the complete RFQ AutoPilot experience. Not a stripped-down version. Not a "coming soon" feature list. The full product.
RFQ software for manufacturers →Multi-Platform Companies
Split across Gmail and Outlook? Shared catalogs, pricing rules, templates, and analytics work seamlessly across both platforms. Every team member gets the same experience.
RFQ for export companies →Platform Migrations
Transitioning from Gmail to Outlook (or vice versa)? RFQ AutoPilot transitions with you. No feature loss. No retraining. No data migration.
Full RFQ automation →Built for Microsoft 365 — Fully Compatible
Built on the Microsoft Office Add-in platform, ensuring native compatibility with every version of Microsoft 365 and seamless integration with the broader Microsoft ecosystem your enterprise already relies on.
Outlook Version Compatibility
Works everywhere Outlook works
| Outlook for Windows (Desktop) | Full support | Classic and new Outlook |
| Outlook for Mac (Desktop) | Full support | macOS 12 and later |
| Outlook on the Web (OWA) | Full support | Any modern browser |
| Outlook for iOS | Core features | Detection and review |
| Outlook for Android | Core features | Detection and review |
| Outlook 2019 (Perpetual) | Full support | With Exchange connectivity |
| Outlook 2021 (Perpetual) | Full support | With Exchange connectivity |
| New Outlook for Windows | Full support | Latest Microsoft release |
Microsoft 365 Plan Compatibility
Every business and enterprise plan
| Microsoft 365 Business Basic | ✓ | User self-install or admin deploy |
| Microsoft 365 Business Standard | ✓ | User self-install or admin deploy |
| Microsoft 365 Business Premium | ✓ | User self-install or admin deploy |
| Microsoft 365 E3 | ✓ | Admin centralized deployment |
| Microsoft 365 E5 | ✓ | Admin centralized deployment |
| Microsoft 365 F1/F3 (Frontline) | ✓ | Admin centralized deployment |
| Office 365 E1/E3/E5 | ✓ | Admin centralized deployment |
| Exchange Online (Standalone) | ✓ | Admin or user install |
Connects with the Microsoft Tools Your Team Already Uses
Microsoft Teams
- RFQ notifications to Teams channels
- Quote approval workflows in Teams
- Bot integration for quick status checks
Microsoft Excel
- One-click export to Excel
- Pricing workbooks sync
- Quote comparison spreadsheets auto-generated
OneDrive / SharePoint
- Quotes auto-saved to OneDrive
- Shared quote library on SharePoint
- Full version history for audit compliance
Power Automate
- Custom workflow triggers
- Automated stakeholder notifications
- Third-party connectors via Power Automate
Dynamics 365
- Quote data synced to Dynamics CRM
- Customer records updated automatically
- Pipeline visibility in Dynamics dashboards
Power BI
- RFQ analytics for Power BI dashboards
- Custom KPI visualizations
- Executive reporting on team performance
Meets Microsoft's Own Security Standards
Deploy Across Your Entire Sales Organization
Individual sales reps can install in 60 seconds. But for enterprise teams with 10, 50, or 500 users, IT administrators need centralized deployment, policy control, and security oversight. RFQ AutoPilot supports every enterprise deployment model Microsoft offers. Perfect for manufacturers and procurement teams of all sizes.
Centralized Deployment
IT-Managed Rollout for Entire Organization
IT administrator deploys via Microsoft 365 Admin Center. Select scope: entire org, specific Azure AD groups, or individual users. Add-in appears ready-to-use in everyone's Outlook — no individual action required.
- Central control over who has access
- Group-based deployment via Azure AD
- Automatic updates managed centrally
- Deployment audit trail
User Self-Service
Individual Users Install from AppSource
User opens Outlook, clicks "Get Add-ins", searches for RFQ AutoPilot, clicks Add. Active immediately. Perfect for pilots, small teams, or individuals wanting to try the product before team rollout.
- Zero IT involvement needed
- Active immediately after install
- Available from Outlook AppSource
- No admin approval required
Exchange Admin Deployment
Exchange Server for On-Premises & Hybrid
Exchange administrator deploys via Exchange Admin Center. Supports on-premises Exchange Server 2016, 2019, and Subscription Edition, as well as hybrid Exchange deployments.
- On-premises Exchange compatible
- Hybrid deployment support
- Exchange-level governance control
- Mandatory or optional deployment
Managed Enterprise Setup
White-Glove Enterprise Setup Assistance
Our enterprise team works with your IT department on deployment planning, product catalog setup, pricing configuration, pilot testing, and full org rollout — with dedicated training and ongoing account management.
- Dedicated implementation specialist
- Custom workflow configuration
- Live user training sessions
- Quarterly business review
Deployment Method Comparison
| Aspect | Self-Service | Admin Center | Exchange Admin | Managed (Enterprise) |
|---|---|---|---|---|
| Deployment control | User-level | Admin-level | Admin-level | Collaborative |
| Ideal team size | 1–5 users | 5–100 users | 10–500 users | 50+ users |
| IT involvement | None | Moderate | High | Shared |
| Setup time | 60 seconds | 30 minutes | 1–2 hours | 1–3 weeks |
| Custom configuration | Basic | Moderate | Full | Full + assisted |
| Training included | Self-service docs | Admin guide | Admin guide | Live sessions |
| Support level | Standard | Standard | Priority | Dedicated manager |
Enterprise Security Checklist
What IT teams need to know before deployment
Start Free. Scale as You Grow.
All paid plans include a 14-day free trial. No credit card required to start. Ideal for small businesses and distributors alike.
Free
Perfect for individuals exploring RFQ automation.
- 30 RFQs per month
- 10 AI Credits
- Basic email detection
- Standard templates
- Analytics dashboard
Solo
For individual sales professionals processing high volumes.
- 300 RFQs per month
- 100 AI Credits
- 200 exports
- Email & chat support
- Custom templates
- 5 quote templates
Pro
For teams who need unlimited power and priority support.
- Unlimited RFQs
- 300 AI Credits
- Unlimited exports
- Priority support
- Unlimited quote templates
- Analytics dashboard
Need a custom plan for 50+ users? Contact us for enterprise pricing → Includes dedicated support, custom integrations, and SLA guarantees.
Everything You Need to Know
Answers to common questions about the Outlook Add-in for RFQ processing.
Bring RFQ Automation to Your Outlook Inbox
Your team already opens Outlook first thing every morning. Now make Outlook work harder for them. RFQ AutoPilot transforms the email client your enterprise relies on into an intelligent RFQ automation engine — purpose-built for distributors and export companies.
Your Enterprise Runs on Outlook.
Your RFQ Automation Should Too.
Stop forcing your Outlook-based sales team to forward RFQs to external platforms. RFQ AutoPilot lives inside the Outlook environment — detecting RFQs, extracting buyer requirements, and generating professional quotation replies without ever leaving the inbox.
Enterprise Satisfaction Guarantee
Deploy RFQ AutoPilot across your Outlook team. If your average quote processing time does not decrease by at least 50% within 30 days, our enterprise team will provide a dedicated optimization session for your specific workflow, catalog, and pricing structure — completely free.