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RFQ workflow

An organized draft.
A clearer review.

See how a scoped RFQ workflow can bring input details, missing information and human review into one preparation process. The example below is synthetic and illustrative.

01 / COLLECT

Understand the inputs

Emails, drawings and sheets in formats assessed for the pilot.

02 / ORGANIZE

Prepare agreed fields

Structure the draft and retain references to its sources.

03 / FLAG

Expose uncertainty

Surface missing details, conflicts and unsupported information.

04 / REVIEW

Keep the decision human

Your reviewer checks the draft and approves every final quote.

Explore a synthetic RFQ

Choose an example, then record the review notes.

01 / Input summary

RFQ: 2,000 hex bolts

Please prepare a quote for 2,000 M12 × 60 hex bolts in zinc-plated steel. The spreadsheet asks for delivery by 18 November. The attachment lists the material but does not state a strength grade. Please confirm availability.

sample-bolt-spec.pdfPDF
sample-line-items.xlsxXLSX

Filenames and content are invented for this example. These are sample summaries, not downloadable files.

02 / Prepared draft

Item
Hex bolt · M12 × 60
Quantity
2,000 pieces
Material / finish
Steel / zinc plated
Strength grade
Not specified
Target date
18 November · not confirmed

03 / Human review notes

Strength grade requires buyer clarification. Stock and lead time require an internal check.

2 review notes still to recordThe specification, pricing and terms require human verification and approval.

Illustrative only · no live AI extraction · no files uploaded · no quote sent

What this example shows

Useful fields, not guesses

A missing strength grade stays missing. Conflicting document revisions remain visible until a person resolves them.

Preparation, not quotation

The sample contains no prices, cost model, commercial terms or delivery commitment. Those need separate validation.

Review as a real step

Recording a review note is an acknowledgement, not a resolution. A person must still clarify and verify the information.

Measure the work
you want to improve.

A visual example cannot establish performance. A pilot uses agreed samples and your team’s baseline to understand whether the workflow is useful.

How a pilot is evaluated
  • 01
    Preparation timeMeasure the current process and pilot process on comparable samples.
  • 02
    Draft correctionsRecord incorrect fields, missing information and reviewer changes.
  • 03
    Exception coverageAgree which ambiguities must be flagged and which inputs are unsupported.
Scope is assessed before a pilot.Reading every engineering dimension, interpreting every PDF or integrating with every ERP is not assumed. File quality, languages, field definitions, model processing and data access must be agreed first.

Start with a conversation

Let’s look at your
RFQ workflow.

Tell us what arrives, what your team checks, and where preparation slows down. An initial discussion needs no software installation or confidential drawings.

Contact the SJAITECH team

[email protected]

Use this address in your preferred email app.

Delivery hours, time zone and pilot scope are agreed together.