Supplier quotations#

When a supplier emails you their rates, the AI does more than read the prices — it works out which RFQ they're replying to and which rate belongs to which line, then pre-fills a quotation draft against that RFQ. You just review it and submit.

What happens automatically#

When a quotation email arrives, the system:

1. Finds the supplier's open RFQs. It looks for RFQs you've sent this supplier that are still awaiting a quote. If they replied from a different email address, it still finds them by their company.
2. Pins the exact RFQ. If the email mentions your RFQ number (for example 2026-00123-A), it matches that RFQ directly. If there's only one open RFQ for the supplier, it uses that. Otherwise it compares the quoted items to each RFQ to pick the right one.
3. Maps each quoted line to an RFQ line. When a product appears only once on the RFQ, it's matched straight away. When the same product is on the RFQ several times (different sizes or quantities), the AI works out which one each quoted rate is for.

Reviewing the match#

Open the quotation in AI → Inbox. Under Matched RFQ you'll see one of:

• Replying to RFQ … — the RFQ it matched, and how (RFQ number found, the only open RFQ, or best match by content). Each quoted item shows the RFQ line it mapped to underneath it.
• Several open RFQs … — pick the right RFQ from the options shown before approving.
• No open RFQ found — the supplier has no RFQ waiting for a quote. Handle it manually (or check the supplier/RFQ exists, then Re-run AI).

Approving#

Click Approve → fill RFQ. The system re-checks the supplier, the RFQ, and every mapped line against your live records, then opens the RFQ's fill-quotation form pre-filled with the quoted rates.

Nothing is saved at this point — the form is just pre-populated for you. You review every rate, add anything the email didn't include, and Save it yourself. Only then is the quotation recorded against the RFQ, exactly like one entered by hand. Anything the supplier quoted that wasn't on the RFQ is noted so nothing is lost. The supplier's email attachments are pre-attached to the form (their original quotation PDF/sheet) — keep or remove them before saving.

The AI never writes a quotation on its own — it only fills the form. You always verify and save it. (You can re-open an approved quotation any time to pre-fill the form again.)