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RFQ, Fully Executed

From email to invoice. Not a demo. Not a prototype. A system that runs RFQs end-to-end.

How It Works

Every step in the RFQ process either executes automatically, waits for an external event, or requires human input. No ambiguity. No hidden decisions.

System executes automatically
System waits for external event
System requires human decision
01

RFQ Received

Executes

Email or PDF arrives in monitored channel.

System behavior: System detects RFQ pattern and ingests document.
Detail: Automatic detection via email rules or folder monitoring. No manual upload required.
Why: Configured trigger: emails containing "RFQ", "quote request", or PDF attachments from known customer domains.
02

Document Parsed

Executes

Content extracted and structured.

System behavior: AI-assisted extraction with confidence scoring.
Detail: Line items, quantities, specs, dates extracted. Each field tagged with confidence score.
Why: AI parses document structure. Rules validate extracted data against known formats.
03

Confidence Check

Requires Human

Low-confidence fields flagged.

System behavior: System pauses if confidence below threshold.
Detail: Fields with <90% confidence flagged for human review. High-confidence data proceeds.
Why: Rule: if any field.confidence < 0.90, require human validation.
04

Customer Identified

Executes

Customer matched or created.

System behavior: Lookup against customer database.
Detail: Match by email domain, company name, or contact details. New customers flagged.
Why: Deterministic matching rules. Fuzzy matching with human confirmation for ambiguous cases.
05

New Customer Approval

Requires Human

Human approves new customer.

System behavior: System waits for approval. Escalates after 24h.
Detail: New customers require human verification before quote generation.
Why: Rule: new_customer == true → require human approval. Escalation: 24h → notify manager.
06

Pricing Retrieved

Executes

Prices pulled from ERP/pricing system.

System behavior: System queries pricing database for each line item.
Detail: Current prices, availability, lead times retrieved. Missing items flagged.
Why: API integration with ERP. Fallback: flag for manual pricing if SKU not found.
07

Margin Check

Executes

Quote profitability validated.

System behavior: System calculates margin and validates against thresholds.
Detail: Gross margin calculated. Below-threshold quotes escalated.
Why: Rule: if margin < 15%, escalate to sales manager. If margin < 10%, block auto-send.
08

Low Margin Escalation

Requires Human

Manager approves low-margin quote.

System behavior: System pauses for manager approval on low-margin quotes.
Detail: Manager can approve, adjust pricing, or reject.
Why: Rule: margin < 15% → require manager approval before send.
09

Quote Generated

Executes

Quote document created.

System behavior: System generates PDF quote from template.
Detail: Branded template, calculated totals, terms, validity period.
Why: Template selection based on customer tier and product category.
10

Send Approval

Requires Human

Final review before send.

System behavior: System waits for send confirmation (configurable).
Detail: Optional step. Can be auto-approved for known customers.
Why: Rule: if customer.tier == "new", require send approval. Otherwise, auto-send.
11

Quote Sent

Executes

Quote delivered to customer.

System behavior: System sends email with quote attached.
Detail: Email sent to RFQ sender and any CC addresses. Delivery tracked.
Why: Send trigger: approval received OR customer.tier != "new".
12

Follow-up Scheduled

Waits

Automated follow-up queued.

System behavior: System waits for response or follow-up trigger.
Detail: Follow-up at 3 days if no response. Second follow-up at 7 days. Escalation at 14 days.
Why: Rule: no_response after 3 days → send follow-up email. After 14 days → notify sales.
13

Response Received

Executes

Customer responds.

System behavior: System detects response and updates status.
Detail: Response parsed for acceptance, rejection, or counter-request.
Why: Email monitoring for replies to quote thread. Status updated based on content.
14

Order Accepted

Executes

Customer accepts quote.

System behavior: System transitions to order processing.
Detail: Order created in ERP. Invoice generated. Fulfillment notified.
Why: Trigger: acceptance keyword detected OR customer confirms via portal.

Execution Principles

What makes this different from workflow automation.

Rules over models

AI assists with parsing. Rules make decisions. Every execution path is explicit, testable, and auditable.

Execution over management

The system doesn't show you what to do next. It does it. You oversee, not operate.

Explainability over automation

Every action has a reason. Every skipped action is explained. No black boxes.

Boundaries are features

The system knows when to stop. Human-in-the-loop isn't a limitation—it's a design principle.

No silent failures

If something can't execute, the system tells you why and what it needs. No ghosted processes.

Audit everything

Complete execution log. Every decision traceable. Answer "what happened" in seconds.

What This Is Not

Setting clear expectations.

Not a generic SaaS feature list

This isn't "CRM with RFQ tracking." It's an execution system that runs RFQs.

Not a configuration UI demo

We don't show you a workflow builder. We show you execution happening.

Not AI autonomy claims

AI parses documents. Rules execute decisions. Humans approve edge cases.

Not outcome guarantees

We guarantee execution, not business results. The system runs correctly. Your rules determine outcomes.

See it run.

Watch a real RFQ execute through the pipeline. No mock data. No staged demo.

Schedule a DemoView Architecture