XPndAI builds AI systems that read incoming RFQs (email, portal, WhatsApp), extract requirements, check BOQ, match specifications to your product catalogue, generate accurate quotations, and send within minutes — automatically. For manufacturers, EPC contractors, distributors, and industrial suppliers. From ₹4L.
Industrial buyers send RFQs by email — often a PDF drawing, a Word BOQ, or just a messy email listing specifications. Your sales team reads it, interprets it, pulls product data from catalogues, checks with technical team, does pricing, gets approval, and finally sends a quote — typically 3–7 days later. By then, 40% of buyers have already got a quote from a faster competitor.
1. RFQ email arrives (often outside office hours)
2. Sales person opens it next morning, reads 5-page PDF
3. Extracts specifications manually into Excel
4. Checks product catalogue / calls technical team
5. Calculates pricing based on current costs + margin
6. Gets manager approval
7. Formats quotation in Word/Excel
8. Sends email — typically 3–5 days after receipt
9. Buyer has already shortlisted faster competitors
1. RFQ email arrives (any time, any day)
2. AI reads email + attached PDF/Excel/drawing within 60 seconds
3. AI extracts specifications, quantities, delivery requirements
4. AI matches specs to product catalogue, checks stock/lead time
5. AI generates draft quotation with pricing from configured rate matrix
6. AI sends acknowledgement to buyer within 15 minutes
7. Sales person reviews AI-drafted quote (2–5 min) → approves or edits
8. Quote sent: average 2–4 hours for standard items
9. Win rate improves — you're consistently first to respond
AI reads RFQs in any format — plain email text, PDF attachment, Excel BOQ, Word document, engineering drawing notes, or WhatsApp message. Extracts: item names, quantities, specifications, dimensions, material grades, standards (IS/DIN/ASTM), delivery requirements, and special conditions. No template needed — AI understands free-form text.
AI matches extracted specifications to your product catalogue — even when the buyer's terminology doesn't match your catalogue terminology exactly. Handles abbreviations, alternate names, standard equivalents. Where exact match isn't possible, AI flags the closest matches and gaps for sales team review.
Based on matched products, AI calculates pricing using your configured rate matrix (base cost + margin rules + discount tiers + freight logic). Generates formatted quotation document in your company template. Includes: item-wise pricing, payment terms, delivery schedule, validity period, and standard T&Cs. Sales person reviews, adjusts if needed, approves.
AI sends acknowledgement to buyer within 15 minutes of RFQ receipt — "We've received your RFQ for [items]. Our technical team is reviewing and you'll receive our quote within [X] hours." This alone improves buyer perception significantly — most Indian industrial suppliers take 24+ hours just to acknowledge.
Every RFQ tracked from receipt to quote sent to order won/lost. AI follows up on sent quotations automatically at day 3, day 7, and day 14 if no response. Flags sales team when buyer opens quote but hasn't responded. Win/loss analysis by product, customer, territory, and competitor.
For complex or incomplete RFQs, AI generates a structured Technical Clarification Request — asking the buyer only the specific questions needed to complete the quote. This eliminates back-and-forth and reduces quote-to-order cycle time. Responses automatically incorporated into the quotation.
Pumps, valves, motors, switchgear, instrumentation — high-specification RFQs. AI reads spec sheets and auto-matches.
BOQ-based RFQs with 50–500 line items. AI processes entire BOQ, generates line-item quotes automatically.
Drawing-based RFQs from OEMs/Tier-1s. AI extracts specs from drawing PDFs and matches to production capabilities.
Cable, panel, transformer, switchgear quotations — AI handles standard rating/specification matching at speed.
Grade/purity/quantity RFQs. AI matches to product grades, checks COA requirements, generates technical quote.
Civil material BOQs from contractors and builders. AI processes multi-page Excel BOQs and generates bulk quotes.
Multi-brand, multi-SKU quotation requests from industrial buyers. AI handles large item lists at speed.
Spec-heavy quotations with compliance certifications. AI matches specs and flags certification requirements.
XPndAI also builds AI for the procurement side — automatically identifying vendors, sending RFQs, comparing responses, and generating purchase recommendations.
For new requirements, AI searches approved vendor database, shortlists suitable suppliers based on category, location, and capability, and sends RFQ to multiple vendors automatically. No manual vendor search needed.
Vendor quotes arrive in different formats. AI normalises, extracts per-unit prices, delivery terms, payment terms, and quality certifications into a standardised comparison matrix. Highlights best value for each line item.
AI generates purchase recommendation with rationale (cost, delivery, vendor performance). After approval, AI auto-generates PO in your ERP/accounting software. Tracks delivery milestones, sends reminders, flags delays.
AI can extract text-based specifications from PDF drawings with high accuracy (85–95% depending on drawing quality and structure). For raster/scanned engineering drawings, AI uses OCR combined with NLP to extract dimensions, material grades, tolerances, and standards. For highly complex technical drawings where visual interpretation of the geometry is needed, the AI extracts the text elements and flags the geometric elements for human review. In practice, most industrial RFQs are text-heavy spec sheets and BOQs that the AI handles fully automatically.
Yes — this is a common scenario for industrial suppliers. XPndAI builds a vector-search based product matching system on top of your catalogue, which handles large catalogues efficiently. The AI understands that "25mm MS pipe IS 1239 Heavy" and "25 NB heavy duty mild steel tube as per IS1239" are the same item even with different terminology. Matching accuracy improves over time as the AI learns from corrected matches. For catalogues with 10,000+ SKUs, we recommend a 2-week catalogue preparation phase where we structure and embed the product data for optimal AI retrieval.
Yes. The default workflow is: AI generates draft quote → sends notification to sales person → sales person reviews on mobile/web (typically 2–5 minutes for standard items) → approves or edits → AI sends to customer. Manager approval can be added as an additional gate for quotes above a certain value. The system is configurable: some clients auto-send quotes for standard catalog items under a certain value, and require human review for non-standard or large-value quotes.
Yes. XPndAI RFQ Automation integrates with Tally, SAP, Zoho Inventory, Oracle, and custom ERP systems. The AI pulls real-time stock availability and current cost price from your ERP for accurate quotation. Approved quotes can be pushed back to your ERP as sales orders automatically. Integration is included in the project scope.
Share a sample RFQ (masked if needed) and your product catalogue size. We'll show you AI extracting specifications and generating a quote in your template within 48 hours.
From ₹4L · 4–16 weeks · Fixed price · Faridabad · Gurgaon · Noida · Delhi NCR · Pan-India