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How to automate RFQ responses for a distributor
- Automate reading and matching.
- Reps own margin and substitutions.
- Accepted quotes become draft orders.
The RFQ desk today
- Open the request, often a long line list in a PDF or spreadsheet.
- Look up each item, find cross-references for the customer's part numbers.
- Check price and stock, retype everything into a quote.
Automated
| Step | Software | Your rep |
|---|---|---|
| Read the RFQ | Extracts every line | — |
| Match items | Maps customer part numbers to yours; flags unknowns | Approves substitutions |
| Price + availability | Pulls current numbers | Adjusts margin |
| Draft response | Fills the customer's format | Sends |
Real example: Atlantic Food Bars. A Dallas-area manufacturer of hot and cold food equipment for national grocery chains, with 8 people in the office and 2 plants, handling dozens of orders a day. The office was about to hire another person (a $60,000+ a year seat) to keep up. Instead, software now reads each order email and fills out the work, and the team checks it in about a tenth of the time. It was built around how their team already worked, and what their veterans knew now lives in the system, so new people get up to speed fast. Read the case study →
FAQ
How do I respond to RFQs faster?
Automate reading and item matching, keep the rep on margins and substitutions.
Can it handle the customer's own part numbers?
Yes, by maintaining a cross-reference that grows each time a rep confirms a match.
Does the quote turn into an order automatically?
When the customer accepts, the matched lines can become the draft order for approval.
Get more out of every person in your office.
Peekgentic is a Dallas firm that builds custom software around the way your team already works: orders, purchasing, invoices, spreadsheets, email. Not a one-size-fits-all platform you have to bend your process to fit. Your know-how goes into a system that's simple to use, so a new hire gets up to speed fast. We'll come watch how your office runs for 20 minutes and tell you straight where it's worth automating.