RFQs in less than 5 minutes.
Real AI with real benefits. One request to multiple vendors, quotes read by AI and compared line by line, ordered in your usual cart.
With the RFQ module you handle special requirements simply, efficiently and traceably. Create requests directly in simple system, as free text, file or photo, and compare the quotes in one table instead of Excel.
1,000+ suppliers
To the supplier overview
With the RFQ module, you can process requests easily and efficiently
Create requests, fast and structured
Describe your need once, as free text, file or photo. simpleAI extracts the positions, suggests vendors from your own vendor base and the request goes out to all of them in one step.
Compare quotes, line by line
From quote to order, in one click
The selected quote goes into the cart and runs through your approval workflows, your account assignment and your ERP transfer like any catalog order.
All functions in the RFQ module at a glance
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Describe your need once and send a request with the same structure to up to ten vendors at the same time. Because everyone receives the same positions, the answers are comparable.
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Step 1, define requirements. Write the need as free text, the way the foreman calls it in, or drag files straight into the request: PDF, Word, Excel, text or the photo of a drawing. simpleAI extracts the positions with quantity and unit, plus subject and deadline if they are in the text. If you already know the positions, enter them directly in the table.
Step 2, refine the request. Review the detected positions, add buyer article number, EAN or manufacturer number if needed and select the vendors. simpleAI suggests matching vendors from your own vendor base.
Step 3, review and send. Every request gets a fixed case number, and everything hangs on it later: vendors, quotes, decision, order. If parsing takes longer, simply close the wizard. The draft is saved and simpleAI keeps working.
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Free text, files by drag and drop or a manual position table
AI extraction of positions, quantity, unit, subject and deadline
Vendor suggestions from your own vendor base, up to ten vendors per request
Add further vendors to a request later
Save as draft, duplicate, edit deadline
Fixed case number per request
Search and filter by date, vendor and status
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Create a request: about 15 minutes instead of about 2 hours
One send instead of five separate emails
Same structure leads to comparable quotes
More vendors per request, more competition
Typically 8 to 15 percent better prices on the volume that is awarded without comparison today. An example calculation, not a guaranteed result.
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Four quotes in four formats, one comparison on one page. simpleAI reads the quotes, matches them to your request positions and puts price and delivery time side by side. You decide, the order is created from the selected quote.
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The quote comparison tab shows all received quotes in one table. Rows are your request positions, columns are the vendors. Each position shows quantity, unit price and position total, each quote shows grand total and delivery time. Sort by lowest price, fastest delivery or vendor.
Gaps and deviations are visible. If a vendor did not quote a position, it says so. If his unit or quantity differs from your request, the table warns you. Additional fees and positions you did not request run in separate rows. No more comparing by the total on page one.
simpleAI reads, you decide. Every quoted item is matched automatically to the fitting request position. When a match is uncertain, simpleAI says so and you reassign with one click. The selected quote goes into the cart. Open requests to the remaining vendors are closed in one step, and they automatically receive the message „Order awarded".
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- Quotes in any format: PDF, Word, Excel, image, read by simpleAI
- Automatic matching of every quoted item to the request position, with a hint when uncertain
- Comparison table: quantity, unit price, position total, grand total and delivery time per quote
- Sort by lowest price, fastest delivery or vendor
- Warning on deviating unit or quantity
- Separate rows for additional fees and unrequested positions
- Take the quote into the cart, close open requests with a message to the vendors
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- No retyping of quotes into Excel, about 40 minutes per comparison
- Typically 8 to 15 percent better prices through structured competition, on the volume that is not compared today
- No wrong decisions from packaging unit against piece or hidden freight
- Every award hangs on a case number and is proven within minutes in an audit
- The order is created from the quote, no re-entry in the ERP
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For every request you see whether the answer is still pending, whether a quote is in, whether it was ordered or whether the case is closed. No more searching the inbox.
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Every request carries its status: draft, pending, answered, quotation received, added to cart, ordered, vendor rejected or closed. If a vendor rejects, simple system suggests closing his request.
The deadline sits on every request and can be adjusted at any time. Search and filter by date, vendor and status find every request immediately, and the list shows the total of received quotes per request.
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Status per request and per vendor
Deadline per request, editable later
Search and filter by date, vendor and status
Total of received quotes per request
Close requests with a reason and a message to the vendor
„My RFQs" for your own view, „All RFQs" for procurement
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- The status is visible to everyone involved, not only in a colleague's inbox
- Automatic reminders on the deadline, without anyone having to remember
- Delayed requests stand out immediately
- Overview of open request volumes for the Head of Procurement
- About 80 percent less follow-up work
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Communicate with vendors directly via the platform - including automatic notifications, reminders and status updates.
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The vendor needs no new tool. He receives the request by email and replies with his quote in his usual format: PDF, Word, Excel or image. simple system assigns the reply to the case, simpleAI reads it.
Everything hangs on the case. Messages, quotes and status changes sit on the case number, not in a personal inbox. When a request is closed, the vendor automatically receives a message with the reason, for example „Order awarded".
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- Request sent to the stored vendor contacts
- Quote by email in any format, automatically assigned to the case
- Message history per vendor on the case
- Status changes and closing reason go to the vendor automatically
- Quotes emailed directly to you are uploaded manually to the case
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- Elimination of e-mail correspondence: 2-3 hours/request saved
- Higher response rate through automatic reminders: +30%
- Complete documentation for audit requirements
- Standardized offer formats speed up comparison
- Professional appearance towards vendors strengthens negotiating position
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Departments create their own requests and see their own cases. Procurement sees and edits every request in the company. New users start without request rights.
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Two permissions are enough. „Create & edit own RFQs" for everyone who knows the need and should request. „View & edit all RFQs" for procurement, which continues every request in the company, adds vendors and awards. Administrators always have both.
The view follows the right. Under „My RFQs" everyone sees their own requests, under „All RFQs" procurement has the company-wide view. The award itself runs through the cart, where your approval workflows and order value limits from the Marketplace module apply like for any other order.
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- Right „Create & edit own RFQs" per user
- Right „View & edit all RFQs" for procurement
- New users without request rights, activation by the administration
- Views „My RFQs" and „All RFQs"
- Order approval through the approval workflows of the Marketplace module
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- Every request under a fixed case number
- Only authorized people request
- Award secured by the cart's approval workflows
- The audit starts with a number, not in an inbox
How do I digitize my RFQ process?
Today, requests for quotations are mainly made via e-mail and Excel spreadsheets. Each vendor receives individual Excel requests by email and feedback is submitted in various formats. The process is error-prone, time-consuming and almost impossible to track. A typical RFQ round takes 3-4 weeks.
How do I compare offers objectively and comprehensibly?
Today, offers are often compared subjectively and unstructured. A buyer opens several Excel spreadsheets, compares prices manually and makes decisions without structured criteria. There is no clear audit trail. Award decisions are difficult to justify later. Discounts or rebates are also taken into account on an ad-hoc basis.
from 99 € / month for the use of the RFQ module
Your indirect procurement goes live in 30 days.
We tell you which building blocks you can leave out.
At the end you have a clear picture of the next steps, costs and opportunities. After that you test for free, no credit card.
"The integration into our SAP ERP® went smoothly." Andreas Wallny, Vulkan
By bundling vendors, we not only achieve an increase in efficiency, but also an improvement in quality through personal contacts. These points strengthen trust and security of supply.
Change needs strong partners: We accompany you personally.
As a consultant, I accompany companies through all departments and ensure that everyone uses simple system optimally. I get to know new people and exciting companies every day.
Keeping an eye on the big picture. Whether in the company or behind the camera.
Arne Louven
Arne Louven shows you how a simple system can work for you.