Answer every RFQ before your competitor opens theirs
InboxPilot reads each quote request the moment it lands in Gmail or Outlook, drafts a reply from your catalog and price lists, and holds it for your approval. Speed wins quotes, and drafts are ready in seconds.
Connect Gmail
Connect OutlookFree plan · Works inside Gmail & Outlook · You approve every send
Hi, we're pricing a job and need a quote on 40 units of your PX-200 series, delivered to Dallas by September 15.
Grounded in your docs · approved by you
Why rfq & quote requests emails deserve automation
Requests for quotes are the highest-value email your inbox receives and the most punishing to answer slowly: buyers send the same RFQ to several suppliers and the first credible response frames the deal. Yet answering one properly means digging through price lists, checking specs, and writing a careful reply, which is why RFQs queue behind everything else. InboxPilot automates the drafting: it recognizes an incoming RFQ, pulls the relevant products, prices, and lead times from your own documents, and prepares the reply so the person who knows the margin only has to review and send.
What makes this workflow painful
Speed decides who wins
Buyers shortlist whoever responds first with something substantive. An RFQ that sits until tomorrow is often already lost.
Answers live in documents
Quoting correctly needs the catalog, the current price list, and lead times. That knowledge sits in files, not in whoever opens the email.
RFQs drown in the shared inbox
Quote requests arrive between order confirmations, supplier emails, and spam. Nothing marks them as the revenue they are.
How teams handle it today
None of these are wrong. They just spend skilled people on assembly work, and they all get slower exactly when volume spikes.
Forward it to the one person who can quote
The inbox owner spots an RFQ and forwards it to an estimator or the owner, who answers when they surface from other work.
Response time is hostage to one person's calendar.
Copy-paste from a template
A saved reply gets pasted in and edited by hand, with prices looked up in a spreadsheet or ERP each time.
Every manual lookup is a chance to quote a stale price.
Log it in a CRM or RFQ portal
Some teams re-key each emailed RFQ into a quoting tool, then write the email reply separately once the quote is built.
Double data entry, and the buyer still waits hours or days.
How InboxPilot automates it
Step 1
Connect the inbox that receives RFQs
Gmail or Outlook, personal or shared. Scoped OAuth, no migration, nothing changes for the rest of the team.
Step 2
Point it at your catalog and price lists
Upload price sheets, spec PDFs, and policies, or connect your website. Drafts quote from these, not from a generic model.
Step 3
RFQs get triaged and drafted on arrival
Incoming quote requests are labeled and answered with a draft that includes products, prices, lead times, and any clarifying questions.
Step 4
You review, adjust margin, and send
Every draft waits for approval by default. The judgment call stays with you; the assembly work is already done.
A real shape of this email, drafted
The incoming email on the left, the InboxPilot draft waiting for approval on the right.
RFQ: 40 units, delivery to Dallas by Sept 15
Hi, we're pricing a job and need a quote on 40 units of your PX-200 series, delivered to Dallas by September 15.
Please include unit pricing, freight, and your current lead time. Quotes are due to our client Friday.
Hi, thanks for the RFQ. For 40 units of the PX-200: unit price is $118 at that quantity per our current price list, and standard lead time is 3 weeks from PO, which meets your September 15 date if ordered by August 22.
Freight to Dallas runs as a separate line; if you can share the delivery zip I'll confirm the exact amount today. One question: do you need the standard finish or the coated variant? Pricing differs slightly between the two.
Happy to hold this pricing through Friday so it can go into your client bid.
Prices, lead times, and the variant question all come from the catalog and price list you connected, not from the model's imagination.
Turn a sentence into automated actions
Describe what should happen in plain English and InboxPilot builds the workflow: a trigger, an AI decision, and the actions that run on their own. No flowcharts, no rules engine.
- 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
Related guides and pages
RFQ & quote requests: frequently asked questions
InboxPilot works from documents rather than system integrations: upload your price lists, catalogs, and spec sheets, and drafts quote from those files. If prices change, you update the document and future drafts follow. Teams with an ERP keep using it for the order itself; InboxPilot handles the email around it.
Start with the emails you're tired of.
Connect Gmail or Outlook, point InboxPilot at a few documents, and see your first drafts today.
No credit card. Nothing sends without your approval.
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