Building an AI agent that chases supplier quotes: what we learned about RFQ emails

Description and use

AI agent Dov automates sending structured RFQs, follow‑up cadence, extraction and normalization of quote data from varied formats, and landed‑cost comparison, while keeping a human approval step.

Problem

Automating the procurement process of sending RFQs, chasing supplier replies, and parsing messy quotes into comparable data while avoiding missing or incorrect information.

Outcome

The AI agent reduced manual effort, ensured consistent follow‑ups, produced structured comparison tables, and maintained a human approval step, improving procurement efficiency and data quality.

Workflow

• 1. Draft a structured RFQ with part description, material, tolerances, finish, quantity tiers, incoterms, destination, lead time, and a numbered list of questions.
• 2. Send the RFQ via email.
• 3. Wait 2 business days, then send a first follow‑up; wait 4 more days for a second follow‑up; send a final nudge asking to close the request.
• 4. Receive supplier replies in PDF, Excel, text, or photo format.
• 5. Extract text and tables from the received format.
• 6. Map extracted data onto a fixed schema (unit price, currency, MOQ, tooling cost, lead time, payment terms, validity date).
• 7. Flag any missing fields and send targeted follow‑ups to suppliers.
• 8. Normalize each quote to an estimated landed cost per unit, including freight, duties, tooling amortization, payment terms, and lead‑time cost.
• 9. Present a comparison table to a human reviewer for approval before any purchase is made.

Evidence

Suppliers answer the question you ask. If your RFQ says "need 5,000 aluminium brackets, please quote", you will get five different interpretations.

Source

Most quotes arrive after a nudge, not after the first email.

Source

Quotes arrive as PDFs, Excel files, inline text, and the occasional photographed price list.

Source

The rule: never let the model silently fill a gap. A blank cell is information. An invented price is a lawsuit.

Source

Agents are great at finding suppliers, sending clean RFQs, chasing, and building the comparison table. They should not unilaterally commit money.

Source