How do I automate RFQ responses without an ERP?

Upload the files your team already quotes from: price lists, catalogs, spec sheets and standard terms. InboxPilot reads each quote request, pulls the matching items and prices from those files and drafts the reply. When prices change, you update the file once and every later draft follows it.

Will it quote the right prices?

Drafts take prices from the documents you connect, and a person approves each reply by default, so a wrong number is caught before the buyer sees it. If a request doesn't match anything in your catalog, the draft asks a question instead of guessing.

Does it replace our quoting or RFQ portal?

No. Portal tools manage the quote document. InboxPilot drafts the email conversation around it, which is where most small and mid-size suppliers receive RFQs.

RFQ automation that answers before your competitor does

Drafts a reply to every quote request in Gmail or Outlook, priced from your own catalog and price lists. You review and send.

Dana Ruiz9:41 AM

RFQ: 40 units, delivery to Dallas by Sept 15

We're pricing a job and need a quote on 40 units of your PX-200 series, delivered to Dallas by September 15.

Looked up

Price list 2026.pdf: PX-200 is $118 a unit at 40+
Terms.pdf: lead time 3 weeks from PO

From:sales@northlinesupply.comCc Bcc

Re: RFQ: 40 units, delivery to Dallas by Sept 15

Hi Dana,

Thanks for the RFQ. For 40 units of the PX-200 the price is $118 a unit, and lead time is 3 weeks from PO, so ordering by August 22 gets them to you by September 15.

Freight to Dallas is a separate line. Send me the delivery zip and I'll confirm it today.

Sam PatelNorthline Supply

Drafted by InboxPilot, waiting for youSend

Answers every RFQ, priced from your own lists

Can you quote 40 units of the PX-200 to Dallas?

$118 a unit at 40, three weeks from PO. Freight once you share the zip.

InboxPilot

Quote requests

Unit prices and lead times from your price list, in the first reply.

Need a price on the coated panels.

Happy to. How many do you need, and which zip do they ship to?

InboxPilot

Missing details

Asks for the quantity, finish or delivery zip instead of guessing.

Can you build this to our drawing?

Thanks for the drawing. Our estimator has it and will come back with a price.

InboxPilot

Custom jobs

Labels the request and hands it to your estimator.

Build a workflow once, it runs on every email after

Write what should happen in one sentence. InboxPilot turns it into steps that run on every matching email.

Your instruction

“When a quote request comes in, pull matching products and prices from our catalog, draft the quote reply, and label it RFQ.”

When

Incoming email recognized as a quote request

Checks

AI matches the requested items against your catalog and price list

Then

Draft a reply with pricing, lead time, and clarifying questions
Apply the RFQ label so nothing gets buried
Route to the estimator when the request needs custom engineering

From RFQ to quote, in four steps

Connect the inbox

The Gmail or Outlook address your RFQs already arrive at.

Add your price lists

Upload catalogs, price sheets and terms, or link a Google Sheet.

Drafts on arrival

Each quote request is labeled RFQ and answered with prices and lead times.

You approve

Adjust the margin if you need to, then send. Drafts wait for you by default.

RFQ software comes in two kinds, suppliers need the second

	Buyer-side (sourcing)	Supplier-side (responding)
Who uses it	Procurement and purchasing teams	Sales reps, estimators, inside sales, owners
Main job	Send RFQs, collect and compare bids	Read incoming RFQs, price them, reply fast
Where RFQs live	A sourcing portal	Mostly email, sometimes a customer portal
What it needs from you	Supplier lists, evaluation criteria	Price lists, catalogs, lead times, terms
What it measures	Savings, bid coverage	Time to first quote, quotes per rep, win rate

RFQ software questions, answered

For a supplier that receives RFQs by email, the best fit works in that inbox and quotes from your own price lists, so nobody re-keys requests into a portal. InboxPilot does that in Gmail and Outlook. If buyers send RFQs through formal portals with bidding rounds, use an RFQ management platform; many teams run one alongside inbox automation.

Every reply, drafted from your data.

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