The outcome
Estimators receive organized RFQs and a precise next action for every information gap.
Digital RFQ Coordinator
Keep missing information from consuming estimator time.
Your Digital RFQ Coordinator organizes ten requests, identifies the missing administrative inputs and prepares focused clarification. Start with one repeated bottleneck for $1,500; your first organized RFQ and clarification draft arrive by business day five.
See the $1,500 launch $1,500 includes role setup and 10 RFQ records; first worked record by business day five and the batch by day ten after accepted intake.US custom industrial component manufacturers · Sales operations and estimating directorsRFQ information coordinationRFQ–035
PDFRFQ
XLSDrawing
DOCSupplier input
One connected record
Source records linkedLinked
Missing facts identifiedLinked
Specialist review queuedReview
Prepared outputRFQ handoff
Illustrative example · Human approval required
Digital RFQ Coordinator
A managed AI system for one defined role. AI Acquisition configures and operates it; your named reviewer approves the decisions that need professional judgment.
How you judge it
Judge the first RFQ against the estimator’s own intake checklist and current process.
Your first result
First record by business day 5; ten prepared RFQ records by day 10 after accepted intake.
Your part
Provide the existing RFQ records and one intake checklist. We organize the files and draft clarification; your estimator retains technical and pricing decisions.
Launch your digital employee
RFQ Employee Launch
$1,500 includes role setup and 10 RFQ records; first worked record by business day five and the batch by day ten after accepted intake.
Your investment
$1,500setup + defined pilot batch · USD$750 at accepted intake · $750 after acceptance
Your delivery window
10 business days
First worked record by day 5; the 10-item batch by day 10 after accepted intake.
Our service promise
Checklist passed, or we fix it or refund it.
A failed checklist gets one correction window of five business days at no extra charge. If it still fails, you can cancel for a full pilot-fee refund; the remaining balance is cancelled.
We confirm the scoped sample, delivery owner, reviewer and kickoff date before accepting the engagement or any payment.
The scope, acceptance and fee terms +
Included scope
Ten RFQs sharing one administrative information bottleneck and one intake checklist, up to 20 source pages and ten required administrative fields per RFQ, plus up to two clarification drafts per RFQ.
Payment
50% at accepted intake, 50% after your written acceptance. No subscription or automatic rollout; third-party charges require separate written approval.
Acceptance standard
Each record follows the agreed administrative checklist, links its source files, identifies the exact missing inputs and owner, and includes the agreed clarification drafts. Customer replies and technical quote readiness are separate outcomes. The agreed job brief, source map and included handover assets are delivered with the accepted batch.
Outside this offer
CAD interpretation, engineering requirements decisions, manufacturability, pricing, new quoting integrations, unlimited correspondence, customer replies and winning an order are outside this pilot.
How the promise works
- Within two business days of receiving the proposed intake, we confirm acceptance or list missing inputs. The delivery clock starts on the agreed kickoff date after scope, records, templates, delivery capacity and reviewer are confirmed.
- You have five business days to review each delivery against the written checklist; silence does not count as acceptance.
- Only documented waits for your missing inputs, approvals or an agreed scope change pause the affected deadline; we confirm the revised date in writing.
- If our work fails the agreed checklist, we correct it at no extra charge within five business days of your notice. If it still fails, you may cancel for a full refund of pilot fees paid; the unpaid balance is cancelled.
- If we miss a delivery deadline for reasons within our control, you may cancel the unfinished pilot for a full refund instead of waiting.
- Refunds are returned within ten business days of cancellation. These remedies cover the pilot fee, not lost revenue or third-party decisions.
- Source inputs needed to perform the agreed checks must be available. Completion means the administrative checks, linked sources, exception record and agreed request drafts are delivered. An unanswered external question may remain visibly unresolved in that record; it does not count as a quote-ready or cleared shipment. Missing inputs that prevent the agreed checks require a substitute item, written schedule change or proportionate fee reduction.
- The engagement uses agreed exports, existing authorized access and editable output formats. New production integrations, unlimited correspondence and ongoing service require a separate written scope; there is no automatic renewal.
- Day 5 and the batch deadline refer to delivery for review. We prepare the remaining items in parallel; your normal five-business-day review window is already allowed for and does not itself pause draft delivery. Acceptance and any correction window follow delivery.
- The pilot prepares requests for your team to send. It includes one status update per item using replies you supply before the batch deadline; external sending, repeated chasing and monitoring after handoff are separately scoped.
Fixed fees are in USD; applicable taxes, if any, are additional. The written scope confirms these terms before kickoff.
The first thing you receive
One organized RFQ by business day five, with source references, missing inputs, clarification drafts and the estimator’s administrative handoff checklist.
Provide the existing RFQ records and one intake checklist. We organize the files and draft clarification; your estimator retains technical and pricing decisions.
Request a free fit check A named delivery owner and accepted intake come before kickoff.Check fit · before a deposit
Free fit check first: the selected gap must remain after your quoting platform’s native features are checked. We agree the job, source records, capacity and acceptance checklist.
Review the first result · day 5
One organized RFQ by business day five, with source references, missing inputs, clarification drafts and the estimator’s administrative handoff checklist. Your reviewer checks the sample while we prepare the remaining batch in parallel.
Receive the batch · day 10
We deliver the agreed 10 RFQ records, included handover assets and a preparation/review record for the next decision.
Why act on this backlog now
A live quote deadline is a reason to act only when the missing input—not engineering capacity—is what prevents a response. The kickoff is scheduled against your real dates after capacity is confirmed.
The test for continuing
Proceed only when the gap repeats and the worked example saves net estimator effort; external replies and quote completion are measured separately.
The reason to add a service
Your software stays.
The unfinished work gets an owner.
This is only for information gathering that remains incomplete after native RFQ intake, requirements review and task-tracking features are checked.
Judge the first RFQ against the estimator’s own intake checklist and current process. We establish the value on your records before proposing ongoing operation.
The work that keeps coming back
Sound familiar?
The starting point is a real recurring backlog, not a new tool looking for a problem.
A quote deadline is approaching, but an otherwise suitable RFQ is missing a repeatable commercial input.
Estimators revisit the same email threads to discover who owes the next answer.
A blocked RFQ looks like an engineering problem until someone separates missing information from technical work.
The complete role, from setup to handoff
Your digital employee.
The work around the work, handled.
Job setup, source mapping, the agreed batch, review corrections and the included handover assets are part of the stated engagement.
Bottleneck & Intake Map
A slow quote may be waiting for engineering, not administration.
We check ten RFQs for the same administrative gap and test the coverage of your existing tools.
A narrow job definition with a named estimator reviewer.
RFQ Record Assembly
Files and answers arrive across several email threads.
We connect the available documents and correspondence for each accepted request.
Ten organized records with the relevant versions and references.
Clarification Queue
Estimators keep rediscovering the same unanswered question.
We identify up to ten agreed missing-input fields and draft up to two focused clarification requests per RFQ.
The missing fact, proposed request and next owner in one place.
Estimator Handoff
Chasing a reply is easily mistaken for having a quote-ready file.
We separate answered questions from open items and hand over the current record and status.
A complete administrative handoff against the agreed checklist.
Included with the engagement
Keep the work useful
after the first batch.
These handover assets are included in the stated scope and fee.
Reusable RFQ Intake Checklist
Keep the required administrative fields and routing rules for comparable incoming requests.
Waiting-Time Map
See which cases wait for customer input, internal review or technical work, without attributing unproven sales gains.
Start with a free fit check.
Free fit check on up to three sample records first: the selected gap must remain after your quoting platform’s native features are checked. The fixed fee includes setup and a worked batch. Ongoing service is quoted only after measured volume, review effort and delivery cost are known.
Something concrete to work with
The output you buy.
The result we measure.
Define the output before implementation and check it against the way your team works.
The metric to establishNet estimator effort per information-blocked RFQ
10 RFQ records prepared within the agreed administrative scope
Targeted clarification requests and an owner for each outstanding response
An organized handoff record with answered questions, open issues and net preparation time
Final scope, permissions, review requirements and acceptance criteria are agreed before delivery.
Start with the right fit
A good fit when
the backlog is real.
A good pilot needs a clear owner, usable records and enough recurring work to justify the effort.
- Ten recent or current RFQs share a specific administrative information gap and a meaningful quote deadline.
- Your quoting platform cannot complete the selected step through an available native workflow.
- An estimator can approve the handoff criteria and keep engineering and pricing decisions in-house.
- The planned batch has enough lead time for the stated delivery and review windows, and a buyer-approved value estimate justifies the fee.
- A recurring workload and a named budget owner justify testing a managed digital employee, beyond a one-off cleanup.
Where the scope stops +
Manufacturability, technical specifications and final pricing remain with your specialists.
Faster preparation cannot guarantee an order or remove genuine engineering-capacity limits.
Before we start
Questions about
this workflow.
What exactly is a digital employee?+
A managed AI system for one defined role. AI Acquisition configures and operates it; your named reviewer approves the decisions that need professional judgment. For this role, its job is to organize RFQs, prepare missing-input requests and hand the record to estimating.
What if our quoting platform already handles this?+
Then configure and use that capability first. A separate service is only justified when a repeated, measurable information gap remains.
Will this generate engineering decisions automatically?+
No. The proposed scope is gathering, organizing and coordinating information. Engineers and estimators remain responsible for technical decisions and approval.
What would the first assessment look at?+
Recent RFQs, the reasons they waited, the time spent preparing them and the information needed to restart work. That establishes whether there is a repeatable service opportunity.
What does the launch price include?+
Ten RFQs sharing one administrative information bottleneck and one intake checklist, up to 20 source pages and ten required administrative fields per RFQ, plus up to two clarification drafts per RFQ. Job setup, source mapping, the agreed batch, review corrections and the included handover assets are part of the stated engagement. 50% at accepted intake, 50% after your written acceptance. No subscription or automatic rollout; third-party charges require separate written approval.
When does the delivery clock start?+
Within two business days of receiving the proposed intake, we confirm acceptance or list missing inputs. The delivery clock starts on the agreed kickoff date after scope, records, templates, delivery capacity and reviewer are confirmed. Only documented waits for your missing inputs, approvals or an agreed scope change pause the affected deadline; we confirm the revised date in writing.
What if the work misses the agreed standard?+
A failed checklist gets one correction window of five business days at no extra charge. If it still fails, you can cancel for a full pilot-fee refund; the remaining balance is cancelled. If we miss a delivery deadline for reasons within our control, you may cancel the unfinished pilot for a full refund instead of waiting. Refunds are returned within ten business days of cancellation. These remedies cover the pilot fee, not lost revenue or third-party decisions.
What happens after the pilot?+
Proceed only when the gap repeats and the worked example saves net estimator effort; external replies and quote completion are measured separately. You keep the delivered records and handover assets; ongoing operation is optional and separately scoped.
Your digital employee starts here
RFQ Employee Launch
One organized RFQ by business day five, with source references, missing inputs, clarification drafts and the estimator’s administrative handoff checklist.
Request a free fit check Build a brief first Opens an email to hello@ai-acquisition.com