RFQ automation and document extraction into the ERP

Extracting specifications from PDFs and emails, matching against price history, generating structured quotes pushed to the ERP: a sharply shortened sourcing cycle.

−68 %

on the RFQ processing cycle

83 %

of quotes approved with no human review

manual re-entry on the target flow

Context

The problem

Manual parsing of PDFs and emails

Technical specifications scattered across heterogeneous formats. Extraction and structuring consume most of the RFQ lead time.

Slow supplier coordination

Back-and-forth to clarify incomplete or ambiguous specs: each cycle adds days to the customer response time.

Price history left untapped

Past sourcing data exists but is not automatically wired into the quote being built.

Double entry into the ERP

Once the quote is approved by a human, it is re-keyed into the ERP: a source of errors and extra delay.

Solution

Deployed architecture

Extraction

Multi-format NLP pipeline

PDFs, emails, attachments: structured extraction of technical specs, quantities and compliance constraints.

Matching

Price-history matching

Automatic comparison with past quotes and purchases to pre-fill line items and flag discrepancies.

Generation

Structured quote sheets

Formatted output ready for approval: with human trade-off areas explicitly marked.

Integration

ERP push with no re-entry

Approved quote injected directly into the ERP: a zero-touch sourcing workflow on standard cases.

Results

Measured results

Measured in production conditions on the deployed scope.

−68 %

RFQ cycle

Average quotation processing time, measured on the automotive pilot flows.

83 %

Quotes without review

Quotes approved directly: human review reserved for ambiguous or off-history cases.

Zero-touch

Sourcing workflow

Full chain extraction → quote → ERP with no re-entry across the target scope.

Compliance

Document traceability

Every extracted spec retained with its source and timestamp: sourcing audits made easier.

Lessons learned

What we took away

Start with RFQs that have recurring specs: the ROI is immediate thanks to price history.

Human validation on ambiguous cases reassures buyers and accelerates adoption.

Extraction alone is not enough: ERP matching is the operational differentiator.

Provide a confidence score per extracted field to route toward targeted review.

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