RFQ automation software
Turn incoming RFQs into catalogue-matched quotations without retyping every line.
RFQ automation software handles the repetitive middle of distributor quoting: reading the customer's request, extracting line items, matching those lines to your own catalogue, applying your own prices, and preparing a draft for a person to review.
Seller-side RFQ automation, not procurement software
The phrase “RFQ software” can describe two different jobs. Procurement teams use buyer-side tools to send requests out to suppliers. RFQ5 sits on the other side: it is for distributors receiving customer RFQs and trying to return a complete, accurate quotation faster.
The workflow
- 1
Read the request
Take the customer email, PDF, Excel or CSV and identify the requested lines, quantities and units.
- 2
Match to the distributor catalogue
Connect each customer description to a real SKU or product in the distributor's own data. Ambiguity should be visible, not hidden.
- 3
Apply real pricing
Use the distributor's current prices and commercial rules. A model should not invent a price just because a line looks familiar.
- 4
Review exceptions
A salesperson checks uncertain matches, missing items, quantities, margins and terms.
- 5
Send the commercial answer
Only after review does the customer receive the quotation.
What a distributor should test before buying
Line extraction
Did every requested item and quantity make it into the draft?
False auto-matches
Did the system ever confidently select the wrong SKU without asking a person?
Pricing traceability
Can every quoted price be traced to the distributor's own source?
Messy files
Does it survive real buyer PDFs, spreadsheets and email wording?
Human controls
Can staff override a match, change a quantity, leave a line out, or mark price on request?
Tenant isolation
Can one company's catalogue, customers or prices ever appear in another company's workspace?
Questions about RFQ automation
- What is RFQ automation software?
- RFQ automation software turns an incoming customer request for quotation into a structured, priced draft quote. Seller-side systems read the email, PDF or spreadsheet, match requested lines to the distributor's catalogue, apply the distributor's prices and rules, and surface exceptions for human review.
- Is RFQ automation for buyers or sellers?
- The term is used for both. RFQ5 is seller-side RFQ automation: it is built for distributors that receive RFQs from customers and need to return quotations quickly. Buyer-side procurement software does the opposite: it helps a purchasing team issue RFQs to suppliers and compare their responses.
- How is RFQ automation different from CPQ?
- Traditional CPQ is strongest when a seller must configure a complex product or service from rules. Distributor RFQ automation starts earlier: it reads an incoming list of requested items and turns those descriptions and quantities into catalogue lines before a quote can be produced.
- Does RFQ5 invent prices?
- No. RFQ5 prices from the distributor's own price list. If the requested line cannot be matched confidently or has no usable price, the exception is shown to the reviewer instead of being silently guessed.
- Does RFQ5 send quotations automatically?
- No. RFQ5 drafts; a person sends. Inbox automation can prepare a draft when an RFQ arrives, but the commercial answer remains subject to human review.
Test it on your own historical RFQs.
A useful RFQ automation pilot should use your catalogue and representative past requests, including difficult ones. RFQ5 can be tested on that evidence before you make it part of the live quoting process.
Start a pilot