AI System for Extracting Quotation Scope from B2B RFQ Files

The problem

When the RFQ email, attachments and technical specification are held in separate sources, their fields must be matched by hand before a list of items, terms and open questions can be prepared.

The quotation manager must compare every suggestion in the list of items, terms and open questions with its source record; missing or conflicting evidence must not replace the final decision.

If a conflict between quantities in an attachment and the email is not set aside for review, a quotation could be issued with an incomplete scope; the record must not proceed without a human decision.

What we set out to improve

• Time taken for a draft list of items, terms and open questions, together with its supporting evidence, to reach the quotation manager for review
• How records set aside for human review because quantities in an attachment and the email conflict are resolved
• Number of suggestions corrected after identifying a risk that a quotation could be issued with an incomplete scope

How the system works

1. 01 Retrieve the RFQ email, attachments and technical specification from permitted sources using the record identifier
2. 02 Link source, date and version information to the shared work record
3. 03 Validate fields and units
4. 04 Prepare the list of items, terms and open questions with its supporting evidence
5. 05 Check for an exception: quantities in an attachment and the email conflict
6. 06 Have the quotation manager accept, revise or reject the suggestion
7. 07 Record the approved decision and its source in the processing log

Methods we used

• A source-identified common data schema for the RFQ email, attachments and technical specification
• A decision structure that separates deterministic rules from AI suggestions
• A review screen showing the list of items, terms and open questions alongside the underlying source evidence
• A mandatory human review queue when quantities in an attachment and the email conflict
• An event identifier that prevents duplicate processing

Where people stay involved

Data and security

Only the fields required for this decision should be processed from the RFQ email, attachments and technical specification. Access to the source systems must be authorised separately from the quotation manager role, and personal data, commercial information and technical secrets must not be passed into the model context unnecessarily. Reading, suggestions and human decisions must be logged separately.

Who this suits

Frequently asked questions