Project Background
The idea for GetQuoteAI was born out of frustration with the traditional RFQ (Request for Quotation) process—manual, repetitive, and slow. Sales teams were spending countless hours parsing documents, matching products, and creating quotations, only to go back and forth with clients on revisions.
We set out to solve this with a single, smart solution: a platform that could read RFQs, intelligently extract item data, suggest product matches, and auto-generate quotes—all while keeping the human approval layer intact.
Built for industries like hospitality, automotive, and healthcare, GetQuoteAI is more than just an automation tool—it’s a sales enabler. The system was designed with flexibility in mind, ensuring it can handle complex Excel sheets, messy PDFs, and support future integrations with e-commerce platforms and ERP systems.
We built GetQuoteAI—an intelligent RFQ processing platform that leverages AI to automate product extraction, matching, and quotation generation for bulk procurement in the hospitality and industrial sectors.
Objectives
Automate RFQ Processing: Eliminate manual data entry by extracting key details from uploaded RFQs using AI.
Accelerate Quotation Turnaround: Cut quote generation time from weeks to minutes.
Ensure Product Accuracy: Match items accurately by parsing product names, descriptions, and attached images.
Improve Client-Sales Workflow: Provide a shared platform where clients approve matched products before quotes are finalized.
Enable Scalable Quotation System: Create a system that can scale across industries and file formats (PDF, Excel, etc.).
Key Features Delivered
AI-Powered Data Extraction: OCR + NLP to scan RFQs and extract relevant product details.
Product Matching Engine: Smart suggestion engine that matches extracted data with internal product catalogs.
Client Approval Workflow: Customers can review and confirm item matches before quotes are generated.
Automated Quote Generation: PDF quotation builder integrated into backend for instant exports.
Multi-Industry Support: Built to adapt for hospitality, automotive, healthcare, and construction sectors.
Our Approach
Discovery Phase:
Mapped end-to-end RFQ workflows across multiple industries.
Interviewed procurement teams and sales reps to understand bottlenecks and pain points.
Design & Development Phase:
Built modular backend using Django with scalable API endpoints.
Designed intuitive UI for client-side approvals and file uploads.
Trained AI modules on real RFQ samples to improve extraction accuracy.
Implementation Phase:
Integrated OCR and product suggestion logic with user-facing approval screens.
Enabled role-based access for clients and sales teams.
Developed quote templating engine for fast PDF generation.
Results
80% Reduction in Turnaround Time: Quote generation now takes minutes, not weeks.
90% Accuracy in Product Matching: AI continuously improves through feedback loops.
Multi-Client Pilot Success: Tested across 3 industries with highly positive feedback.
Scalable Architecture: Ready for deployment across Shopify, WooCommerce, and ERP integrations.
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