Automate Your RFQ Workflow — From Email Detection to Quote Response
RFQ AutoPilot is the AI-powered automation tool that lives inside your Gmail and Outlook inbox. It automatically detects incoming RFQ emails, extracts critical data from attached PDFs, and helps you generate professional quotation replies in minutes — not hours.
RFQ #2024-0891 - Steel Parts
Price Request - 500 Units
Team standup notes
Quotation Request - BOM
RFQ #2024-0891 — Steel Parts
procurement@acme.com
Part Number
ST-4420-B
Quantity
2,500 units
Deadline
Dec 15, 2024
Material
SS304 Steel
PDF extracted in 2.3s · 4 items found · Quote generated in 8 minutes
How RFQ AutoPilot Works — 3 Simple Steps
From the moment a request lands in your inbox to the moment your quotation goes out — our RFQ automation software makes everything faster, smarter, and error-free.
Auto-Detect RFQ Emails Instantly
RFQ AutoPilot uses intelligent email classification to scan every incoming message in real time. It identifies RFQ emails — even when they don't contain the words "RFQ" — by analyzing subject lines, body content, sender patterns, and attachment types.
Unlike traditional filters that rely on rigid keyword matching, our AI understands procurement language patterns across industries — manufacturing, distribution, export, engineering, and more.
No manual tagging. No folder rules. Every RFQ is flagged instantly.
Extract Data from RFQ PDFs Automatically
Most RFQs arrive as PDF attachments — specification sheets, Bills of Material, technical drawings, and procurement forms. Our extraction engine opens these attachments and pulls out the data that matters.
Product names, part numbers & SKUs, quantities & units, delivery dates, technical specifications, and buyer contact information — all organized into a structured, editable format.
No more re-typing from PDFs. No more copy-paste errors.
Generate & Send Quotation Responses with AI
With your RFQ data extracted, our AI quotation engine drafts professional, accurate quotation responses in seconds. Choose from customizable templates, adjust pricing and terms, and send — all without leaving your inbox.
Suggests pricing from historical patterns, auto-fills product details & delivery terms, generates branded cover emails, and supports multiple currencies and international Incoterms.
45–60 minutes per RFQ → under 10 minutes. Respond faster. Win more deals.
Powerful Features Built for RFQ Workflow Automation
Every feature is purpose-built for teams that process Requests for Quotation — whether you handle 10 RFQs per week or 500.
Intelligent RFQ Email Detection
Automatically identify RFQ emails across Gmail and Outlook. Our AI classification scans sender behavior, subject lines, and attachment metadata to surface genuine procurement requests — and ignore everything else.
RFQ Email Management →PDF & Document Data Extraction
Extract structured data from RFQ attachments including PDFs, Word documents, Excel spreadsheets, and scanned images. Handles complex procurement forms, multi-page spec sheets, and technical drawings.
PDF Extraction Details →AI-Powered Quotation Generation
Generate complete, professional quotation responses using AI. Customize templates with your branding, product catalog, terms & conditions, and pricing. AI learns from past quotations to improve accuracy.
AI Quote Generator →Customizable Quote Templates
Create and save unlimited quote templates for different products, clients, regions, or industries. Standardize your quotation format across your team while allowing per-quote customization.
Quotation Automation →RFQ Analytics Dashboard
Track RFQ response metrics — volume received, average response time, conversion rates, top-requesting clients, and revenue pipeline. Identify bottlenecks and opportunities with actionable data.
AI Processing Tool →Export & Integration
Export extracted RFQ data and generated quotes to CSV, Excel, or directly into your CRM and ERP systems. Compatible with Salesforce, HubSpot, Zoho CRM, SAP, and QuickBooks via CSV import or API.
Procurement Extension →Multi-Account Support
Connect multiple Gmail and Outlook accounts to a single RFQ AutoPilot dashboard. Perfect for sales teams managing separate regional or product-specific inboxes.
Gmail Sales Extension →Smart Notifications & Deadlines
Never miss an RFQ deadline. RFQ AutoPilot detects submission deadlines mentioned in emails and PDFs, and sends smart alerts before time runs out.
RFQ Automation Details →Built for Teams That Process RFQs Every Day
If your business receives Requests for Quotation by email, RFQ AutoPilot was built for you.
Manufacturers
Receive RFQs from procurement teams, OEMs, and distributors daily. Each includes detailed specs, BOMs, and tight deadlines. RFQ AutoPilot extracts specifications from technical PDFs and auto-populates your quotation templates.
5x
Faster Response
+22%
More Contracts
Cut response time from 4 hours → 45 mins, winning 22% more contracts in Q1.
Exporters & International Traders
Managing RFQs across time zones and languages adds complexity. RFQ AutoPilot supports multi-language emails, international trade terms (FOB, CIF, DDP), and multiple currencies.
45+
Countries Supported
Multi
Currencies
Process RFQs from 12 countries in USD, EUR, and GBP from a single Gmail inbox.
Distributors & Wholesalers
High-volume distributors juggle hundreds of pricing requests. RFQ AutoPilot's batch processing and template system lets you generate accurate quotes at scale — even for catalogs with thousands of SKUs.
87%
Error Reduction
4x
Daily Quotes
87% fewer quotation errors, daily output increased from 15 to 60 quotes.
Sales & Pre-Sales Teams
Your sales team shouldn't spend 60% of their day on data entry. RFQ AutoPilot handles the administrative burden so your closers can focus on building relationships and negotiating deals.
-95%
Missed RFQs
3hrs/day
Time Saved
95% reduction in missed RFQs from shared inbox for a B2B SaaS sales team.
Engineering & Construction
Large projects generate massive RFQ packages — often 50+ page PDFs with material lists, compliance requirements, and submission instructions. RFQ AutoPilot's extraction engine handles complex documents that would take hours manually.
50+
Doc Pages
<5 min
Processing Time
Process 50+ page RFQ packages in minutes, not hours.
The Real Cost of Manual RFQ Processing
Most businesses don't realize how much time and money their manual RFQ process actually costs. Here's what changes when you switch.
| RFQ Workflow Stage | ❌ Before (Manual Process) | ✅ After (With RFQ AutoPilot) |
|---|---|---|
| Identifying RFQ emails | Scroll through inbox manually, miss RFQs buried in threads | AI auto-detects and labels RFQ emails instantly |
| Opening & reading attachments | Download PDFs one by one, read through pages of specs | Auto-extraction pulls key data in seconds |
| Entering data | Copy-paste from PDFs into Excel — error-prone, tedious | Structured data ready to use, no manual entry |
| Drafting quotation | Start from scratch or hunt for old templates | AI generates complete quote from templates |
| Formatting & sending | Manually format, attach files, compose email | One-click send with branded template |
| Time per RFQ | 45–90 minutes | 5–12 minutes |
| Daily capacity | 8–12 RFQs per person | 40–60 RFQs per person |
| Error rate | High (typos, wrong specs, missed items) | Near-zero (auto-validated data) |
| Missed RFQ deadlines | Frequent | Rare (smart deadline alerts) |
| Response speed vs competitors | Slow — lose deals to faster responders | First to respond — win more contracts |
Identifying RFQ emails
Scroll through inbox manually, miss RFQs buried in threads
AI auto-detects and labels RFQ emails instantly
Opening & reading attachments
Download PDFs one by one, read through pages of specs
Auto-extraction pulls key data in seconds
Entering data
Copy-paste from PDFs into Excel — error-prone, tedious
Structured data ready to use, no manual entry
Drafting quotation
Start from scratch or hunt for old templates
AI generates complete quote from templates
Formatting & sending
Manually format, attach files, compose email
One-click send with branded template
Time per RFQ
45–90 minutes
5–12 minutes
Daily capacity
8–12 RFQs per person
40–60 RFQs per person
Error rate
High (typos, wrong specs, missed items)
Near-zero (auto-validated data)
Missed RFQ deadlines
Frequent
Rare (smart deadline alerts)
Response speed vs competitors
Slow — lose deals to faster responders
First to respond — win more contracts
The Bottom Line: Organizations using RFQ automation software respond 30% faster to procurement requests. Research shows the first supplier to submit an accurate quote wins the deal 60% of the time.
With over 300 billion emails sent daily, RFQs get buried fast. Automation is no longer optional — it's a competitive advantage.
Stop Losing Deals to Slow Responses → Install FreeWorks Inside the Tools You Already Use
A lightweight procurement Chrome Extension that integrates directly into Gmail and Microsoft Outlook. No new platforms to learn. No IT setup required.
Gmail
Native Gmail integration for Google Workspace and personal accounts
Learn more →Outlook
Full Microsoft Outlook web & Microsoft 365 compatibility
Learn more →Salesforce
Export RFQ data via CSV or API
HubSpot
Push extracted data into HubSpot CRM
Zoho CRM
Zoho CRM compatible via CSV import
Google Sheets
One-click export to Google Sheets
SAP
ERP integration via CSV export
QuickBooks
Accounting integration for invoicing
🔐 Security & Compliance
TLS 1.3 Encryption
All data encrypted in transit
AES-256 at Rest
Enterprise-grade data encryption
GDPR Compliant
Your data is never stored permanently
SOC 2 Type II
Independently audited security
No third-party data sharing — ever. You retain full control of your information at all times.
Start Free, Scale as You Grow
No contracts. Cancel anytime. Every plan includes core RFQ detection and extraction.
Perfect for freelancers and small teams getting started with RFQ automation.
Install Free →- 30 RFQs per month
- 10 AI Credits
- Basic email RFQ detection
- Standard quotation templates
- Analytics dashboard (basic)
- Gmail & Outlook support
- Custom templates
- Priority support
$149/year · Save $30.88/year
Ideal for individual sales reps, solopreneurs, and small export businesses.
Start Solo Plan →- 300 RFQs per month
- 100 AI Credits
- 200 data exports/month (CSV, Excel)
- Advanced RFQ email detection
- Custom quotation templates
- 5 saved quote templates
- Full analytics dashboard
- Email & chat support
$300/year · Save $59.88/year
Built for teams, agencies, and high-volume operations that can't afford slow responses.
Start Pro Plan →- Unlimited RFQs
- 300 AI Credits
- Unlimited data exports
- Unlimited saved quote templates
- Full analytics + team reporting
- Priority support (< 4-hour response)
- Multi-account support
- API access + Dedicated onboarding
💡 Need a custom enterprise plan? For teams processing 1,000+ RFQs/month with custom integration, SSO, and SLA requirements — Contact Sales →
Trusted by Sales Teams, Manufacturers, and Exporters Worldwide
"We used to spend 3 hours every morning just sorting through emails to find RFQs. Now RFQ AutoPilot flags them automatically. Our quote response time dropped from 6 hours to under 1 hour. We've closed 4 extra deals per month since switching."
Rajesh M.
Export Manager · Auto Parts Manufacturer, India
"The PDF extraction alone is worth the subscription. We get 30-page spec sheets from procurement teams, and RFQ AutoPilot pulls out part numbers, quantities, and deadlines in seconds. It would take our team 45 minutes to do that manually."
Sarah T.
Sales Operations Lead · Industrial Distributor, USA
"As a one-person export operation, I was drowning in RFQ emails from different countries. RFQ AutoPilot handles everything — detection, extraction, even drafting my quotation emails. It's like having a full-time assistant for $15/month."
Marco L.
Independent Trader · Agricultural Commodities, Brazil
"We compared 5 different RFQ tools. Most required us to leave our inbox and use a separate platform. RFQ AutoPilot is the only one that works directly inside Gmail. Zero learning curve for our team of 12 sales reps."
David K.
VP of Sales · Electronic Components Distributor, Germany
Company
Mid-size fastener manufacturer (85 employees)
Problem
60+ RFQ emails/week, 2 full-time staff dedicated to processing
Solution
Deployed RFQ AutoPilot Pro across sales team
Processing staff
Quote output
Response time
ROI achieved
Frequently Asked Questions About RFQ AutoPilot
Everything you need to know about our RFQ automation software.
RFQ automation software is a tool that streamlines the Request for Quotation process by automatically detecting RFQ emails, extracting data from attached documents (like PDFs and spreadsheets), and helping users generate quotation responses faster. Instead of manually reading emails, copying data, and drafting quotes from scratch, RFQ automation software handles these repetitive tasks — reducing response times, minimizing errors, and allowing sales teams to focus on closing deals. RFQ AutoPilot is an AI-powered RFQ automation tool that works as a Chrome Extension inside Gmail and Outlook.
RFQ AutoPilot uses AI-based email classification to analyze incoming messages in real time. It examines subject lines, email body content, sender patterns, and attachment metadata to determine whether an email is a Request for Quotation. Unlike basic keyword filters, our AI understands procurement language patterns across industries — so it catches RFQs even when they use terms like "pricing request," "bid invitation," "tender inquiry," or simply "please quote." Detected RFQs are automatically labeled and prioritized in your inbox.
RFQ AutoPilot can extract structured data from PDF files, Microsoft Word documents (.docx), Excel spreadsheets (.xlsx, .csv), and scanned images (using OCR). It handles complex procurement forms, multi-page specification sheets, Bills of Material (BOMs), technical drawings with text annotations, and standard RFQ templates used by major procurement platforms.
Yes. RFQ AutoPilot is a Chrome Extension that integrates natively with both Gmail (including Google Workspace business accounts) and Microsoft Outlook (web version and Microsoft 365). All features — email detection, PDF extraction, and quote generation — work identically on both platforms. No additional setup or IT configuration is required.
Yes, RFQ AutoPilot offers a permanent free plan that includes 30 RFQs per month, 10 AI credits for quotation generation, basic email detection, standard templates, and access to the analytics dashboard. No credit card is required to start. For higher volumes, custom templates, and priority support, paid plans start at $14.99/month.
CRM tools are designed for managing customer relationships, sales pipelines, and contact databases. They are not built to detect RFQ emails, extract data from procurement PDFs, or generate quotation responses. RFQ AutoPilot is purpose-built for the RFQ-to-quote workflow. It complements your CRM — you can export extracted RFQ data and generated quotes directly into Salesforce, HubSpot, Zoho, or any CRM via CSV export or API.
Most users report reducing their per-RFQ response time from 45–90 minutes (manual process) to 5–12 minutes with RFQ AutoPilot. The exact time depends on the complexity of the RFQ and how much customization your quote requires. For straightforward pricing requests, some users generate and send quotes in under 3 minutes.
Absolutely. RFQ AutoPilot encrypts all data in transit using TLS 1.3 and at rest using AES-256 encryption. We are GDPR compliant and SOC 2 Type II certified. Your email content is processed in real time and is never stored permanently on our servers. We never share your data with third parties. You retain full control of your information at all times.
Yes. The Pro plan supports multi-account access, allowing your entire sales or quotation team to use RFQ AutoPilot from their individual Gmail or Outlook accounts. Team analytics, shared templates, and centralized reporting are included. For enterprise teams with 10+ users, contact our sales team for custom pricing and onboarding.
RFQ AutoPilot is industry-agnostic and works for any business that receives Requests for Quotation via email. Our most active users include manufacturers (CNC machining, injection molding, metal fabrication, electronics), exporters (agricultural commodities, textiles, chemicals), distributors (industrial supplies, fasteners, electrical components), construction firms, engineering consultancies, and B2B SaaS sales teams handling enterprise procurement requests.
No. RFQ AutoPilot is a lightweight Chrome Extension. Simply install it from the Chrome Web Store, connect your Gmail or Outlook account, and you're ready to go. There is no desktop application, no server installation, and no IT support required.
Yes. RFQ AutoPilot's detection and extraction engines support multiple languages including English, Spanish, French, German, Portuguese, Chinese, Arabic, and Hindi. AI quotation generation currently supports English with more languages being added based on user demand.
Still have questions? Contact our support team — we typically respond within a few hours.
Stop Losing Deals to Slow RFQ Responses
Every hour you spend manually processing an RFQ is an hour your competitor is using to close the deal. RFQ AutoPilot automates the entire workflow — from inbox to quotation.
RFQ emails are automatically detected and labeled — no more inbox searching
PDF attachments are parsed and data is extracted in seconds — no more manual copy-paste
Professional quotation responses are generated by AI — no more starting from scratch
You respond faster than your competition — and win more business