Hundreds of RFQs.
Multiple formats.
Multiple languages.
RFQs arrive by email in PDFs, Word docs, Excel, and plain text. Different formats from every customer and distributor. Different languages across regions. The manual process: open the email, search the product catalogue in the ERP, build the quote, send it back. 3-5 days per quote. Customers move on to the next supplier before they get a response.
For order processing, the problem is worse. 65-70 CSRs manually entering orders across four regional ERP systems. Every order touched by a person. Every order a chance for error, delay, or lost time.
Speed to quote is speed to revenue. Every day a quote sits in a queue is a day the customer can go elsewhere.
Four Steps. Seconds, Not Days.
What a CSR currently spends 10 minutes doing manually, the system does in seconds.
Email Arrives
RFQ or order arrives by email. PDF, Word, Excel, plain text. Any format, any language.
Extract
AI reads the document, extracts requirements, quantities, delivery terms, compliance clauses, deadlines.
Analyse
Validates against customer master and product catalogue. Confidence score on every field. Matches against previous responses.
Route / Quote
High confidence = auto-processed and pushed to ERP. Low confidence = flagged for human review with a clear reason why.
Pricing is always human. The system never auto-fills pricing. Pricing sections are always flagged for manual review and input. Your team retains full control over commercial decisions. The system handles the repetitive extraction and matching. People handle the judgment.
80% of the Work Done.
Your Team Handles the 20% That Matters.
The system matches each section of an incoming RFQ against your library of previous responses. High confidence sections are drafted automatically. Lower confidence sections are flagged. Pricing is always manual.
Auto-Drafted
90%+ match from previous responses. Product specs, delivery terms, compliance sections. Skim-approve and move on.
Draft + Source
Medium confidence. Shows draft, source material, and original requirement side by side. Edit inline, approve, or rewrite.
Human Required
Pricing, unique requirements, novel specifications. Always flagged. Never auto-filled. This is where expertise matters.
Library effect: Even 50-100 previous RFQ responses gives the system a strong foundation. The agent surfaces the best-quality responses as sources, which also helps standardise inconsistent past responses. The library improves with every quote processed.
Order Processing is Just
the Starting Point.
Because the system reads every order across every region, it builds a picture of the entire customer book that nobody has today.
The Morning View
Instead of 70 people buried in inboxes, one view across all regions. Orders processed today, auto-processing rate, CSR time saved, escalations pending. Priority orders by value and urgency.
- ✓ Auto-processing rate tracked against target
- ✓ CSR time saved per period
- ✓ Escalations prioritised by value
- ✓ Early warning signals for overdue items
The Order Book Becomes Strategic
Which customers are growing. Which are pulling back. What they're buying, and what similar customers buy that they don't. That's your cross-sell signal.
- ✓ Customer health scoring across all regions
- ✓ Cross-sell opportunities surfaced automatically
- ✓ Prioritised call lists pushed to sales teams
- ✓ Weekly leadership briefings, auto-generated
This is exactly what we built for a PE-backed industrial distributor. It started with order processing and quickly became the intelligence layer their sales team runs on: prioritised call lists, auto-generated outreach emails in the customer's language, call scripts before every meeting, and weekly leadership briefings showing where revenue is at risk.
Common Questions
What ERP systems does this work with?
OEX connects to your existing systems as they are. SAP, Epicor, Envision, AP Plus, King, Dynamics, and others. No migration required. No changes to your ERP configuration.
How many previous responses does the system need?
Even 50-100 previous RFQ responses gives a strong foundation. These are typically already in shared drives or email archives. The library improves with every quote processed.
Can it handle different RFQ formats and languages?
Yes. The parser handles PDFs, Word docs, Excel files, and structured email RFQs across multiple languages. No templates required. The system reads whatever your customers send.
What about inconsistent previous responses?
The system actually helps with that. It surfaces the best-quality responses as sources, which naturally standardises output quality over time.
How long does deployment take?
A working pilot in 6-8 weeks. The system needs access to your ERP product catalogue and a corpus of previous RFQ responses or order history. No IT project on your side.
Speed to quote is speed to revenue.
If your team is spending days on quotes that should take minutes, or manually entering orders across multiple ERPs, we should talk. 30 minutes. No slide decks.
