Intelligent RFQ Processing at Scale
From inbox to opportunity in minutes, zero manual entry, zero missed requests, 100% auditability.
The Challenge
A growing volume of opportunities slipping through the cracks
A global industrial procurement group manages high volumes of inbound Request for Quotation (RFQ) emails across multiple countries every day. Each one needed to be read, classified, and manually entered into their CRM, a process that was slow, error-prone, and impossible to scale.
Urgent "Spot Buy" requests were particularly at risk. Without a way to rapidly triage and action them, the team faced a clear threat: missed revenue, frustrated customers, and an inside sales team buried in data entry instead of selling.
The organisation needed a solution that could match the pace of inbound demand, handle multilingual and unstructured content, and free their team to focus on what mattered most.
The Solution
An end-to-end AI pipeline, from email to opportunity
We designed and built a fully automated RFQ processing architecture orchestrated by Salesforce Flow and triggered via Email-to-Case. At its core, Einstein Generative AI Prompt Templates handle two critical tasks: first, classifying whether an incoming email is a valid RFQ (vs. support queries or spam); second, extracting structured product data, including SKUs, brands, and quantities, from both email bodies and unstructured attachments such as PDFs and images.
For new or unknown products, a Data Cloud Web Retriever integrated directly into the prompt flow autonomously performs web searches to enrich missing specifications and pricing. No human intervention required.
Custom Apex Invocable Actions then parse the AI-generated structured output to automatically create Opportunities, Opportunity Line Items, and Price Book Entries in Salesforce. The sales team receives real-time, actionable alerts via Microsoft Teams integration the moment a new opportunity is created.
Every transaction is logged in custom Salesforce objects and visualised on management dashboards, providing full operational visibility and a complete audit trail.
The Results
Faster, smarter: fully accountable
100% Classification Accuracy
Perfect precision, recall, and F1-score across a controlled test set of 20 representative emails, zero false positives.
72-Hour Benchmark Met
Every RFQ is now processed and actioned within the organisation's critical 72-hour response window, consistently.
Zero Missed Opportunities
The automated engine ensures no RFQ goes unattended, preventing customer loss and driving a direct increase in sales revenue.
100% Auditability
Every processed request is logged automatically, giving operations leadership full visibility and a scalable compliance foundation.
Headcount Freed
Inside sales representatives were liberated from manual data entry, redirecting their energy to relationship management and deal closure.
Scalable by Design
The system handles growing RFQ volumes across multiple countries without any increase in operational overhead.
Technology Stack
Built on enterprise-grade foundations
Every component was chosen for reliability, security, and seamless integration with the organisation's existing infrastructure.
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