Highlights
Industry:
B2B Parts Supply and Technical Services
Project scope:
- Implementation of an AI powered RFQ and quotation automation solution integrated with the client’s ERP
The Client
A global supplier of technical parts, equipment, and services for transport and industrial sectors. The company focuses on high quality service, fast response, and continuous technology adoption, including the development of its own ERP system.
The Project
The client’s sales and procurement teams managed thousands of RFQs every month using a highly manual workflow. Teams reviewed incoming emails, re-entered information into the ERP, reached out to suppliers for quotes, collected and compared pricing, and then prepared the final customer offer. This slowed down the quotation cycle, increased the risk of inconsistencies, and limited competitiveness, especially during high volume periods.
The client needed an AI powered solution that would streamline and automate repetitive tasks, reduce turnaround time, and support data driven decision making, while keeping managers in control of complex or strategic deals.
Project duration:
6 months in active phase
Project team:
Solution Architect, Data Scientist, AI/ML Engineers, Business Analyst, QA Engineers
Project labor costs:
18 man-months in active phase
Technology stack:
Python, FastAPI, PostgreSQL, LangChain, Pandas, Email API (IMAP/SMTP)
The Solution
XIM built an AI driven Sales CoPilot that integrates directly with the client’s ERP and supports the full lifecycle of an RFQ, from the moment a request is received to the moment the customer receives the final offer.
Incoming RFQs are analyzed by the system, and key details are extracted from emails and attachments and added to the ERP automatically. The CoPilot evaluates suitable suppliers based on historical performance, pricing behavior, and delivery reliability, and then sends quote requests and tracks responses. When supplier offers arrive, the system organizes and compares them, highlighting the most competitive pricing and lead time options, along with recommended margins.
For simple RFQs, the CoPilot prepares and sends the customer offer automatically. For more complex cases, sales and procurement managers are presented with a clear summary of supplier options, suggested pricing, and predicted success rates to support fast, informed decision making. The system learns from each completed RFQ cycle, continuously improving supplier ranking and pricing recommendations over time.
The Outcome
The Sales CoPilot brought a significant reduction in manual work for RFQ processing and supplier communication. Quotations that previously required hours can now be prepared in minutes. Improved supplier selection and pricing guidance helped increase win rates, while full traceability of actions supports compliance, internal reporting, and audit requirements.