AI agent for RFQ and quote requests
An autonomous operator that reads inbound RFQs from email, portals, and WhatsApp, parses the line items, prices them against your catalogue and rules, and drafts a ready-to-send quote — escalating the judgement calls.
The quote desk is where deals go cold
RFQs arrive in every shape imaginable — a tidy spreadsheet, a photographed material list, a forwarded email thread, a WhatsApp voice note describing what a site needs. Someone has to decode each one, map vague descriptions to real SKUs, look up current prices and customer-specific terms, check stock and lead time, and assemble a quote. It is skilled, fiddly work, and it competes for attention with everything else on the desk.
The cost shows up as lost speed and lost margin. The buyer who gets a quote in an hour wins against the one who waits two days. And under time pressure, mistakes creep in — the wrong price tier, a discount that should not have been given, an item quoted as in-stock that is not. The logic of quoting is well defined; the failure is throughput and consistency.
From request to ready quote
- 01Ingest from every channel. The operator watches email, your RFQ portal, and WhatsApp, and normalises each request — spreadsheet, image, free text, or voice note — into a structured line-item list.
- 02Match to catalogue. It maps each requested item, including loose or partial descriptions, to the correct SKU, asking for clarification only when a match is genuinely ambiguous.
- 03Price by your rules. It applies list prices, the customer’s contract terms, volume breaks, and discount policy, and computes totals and tax for the jurisdiction.
- 04Check feasibility. It verifies stock levels and lead times, flagging back-orders and substitutions rather than quietly quoting the unavailable.
- 05Draft and route. It assembles a branded, ready-to-send quote and routes it for sign-off — auto-sending only within the authority you grant, and escalating thin margins, non-standard items, and anything outside policy.
How AIMOCS builds it safely
The reasoning core is version-pinned so quoting behaviour does not drift. Your catalogue, price engine, ERP or inventory system, and the messaging channels sit behind a uniform gateway with scoped credentials; the operator never holds a raw secret, every lookup and send is logged, and it runs in a contained environment. Memory holds your price rules, customer-specific terms, and substitution logic; an append-only log records every quote, the inputs behind it, and any exception it raised.
For Saudi and GCC deployments the operator produces VAT-correct, ZATCA-aligned quotes and can present prices in line with local invoicing requirements, with memory and logs hosted in-region by default. It works in Arabic and English so a request in either language gets a quote in kind.
What stays with your team
Setting prices is a human decision and stays that way. The operator applies the rules you set; it does not invent discounts, override contract terms, or commit to non-standard items on its own. The authority bar — which quotes it may send without sign-off, and which always need a person — is something you define before launch and tighten or widen by customer tier as confidence grows. Negotiation, bespoke configurations, and strategic accounts remain with your sales team.
Can it read RFQs that are not in a standard format?
Yes. It normalises spreadsheets, photographed material lists, forwarded email threads, free text, and WhatsApp voice notes into a structured line-item list before prices are applied, so format variety is handled at ingestion.
How does it map vague item descriptions to our SKUs?
It matches loose or partial descriptions to your catalogue, and asks for clarification only when a match is genuinely ambiguous rather than guessing. Your substitution logic lives in its memory.
Will it give away margin with wrong discounts?
No. It applies your price tiers, contract terms, and discount policy exactly, and escalates thin margins and anything outside policy to a human. It auto-sends only within the authority bar you sign off.
Does it check whether items are actually in stock?
It verifies stock levels and lead times against your ERP or inventory system and flags back-orders and substitutions, rather than quoting unavailable items as in-stock.
Are the quotes VAT and ZATCA compliant for Saudi?
For KSA deployments it produces VAT-correct, ZATCA-aligned quotes and presents prices in line with local invoicing requirements, with memory and logs hosted in-region.
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