Email RFQ to quote
This worked example is illustrative. Names, quantities, rates, and decisions are examples rather than customer results or guarantees.
Situation
A builder emails a request for a fabricated steel access platform. The message includes a drawing, a short scope note, and a required return date.
The estimator wants to avoid retyping the enquiry while keeping control of every business record and commercial decision.
1. Review the email
Mail RFQ Detection marks the message as a possible RFQ.
The estimator opens it and checks the sender, subject, body, requested date, listed attachments, and whether the enquiry belongs to the active workspace.
The detection result is a review aid. The estimator still decides whether to create an RFQ.
2. Prepare the RFQ intake
The estimator chooses Create RFQ. Kwantflow prepares a reviewable intake using the email details.
The estimator checks the RFQ name and number, company and requester, priority and dates, notes, and attachments. A possible existing person match is confirmed rather than assumed.
No RFQ exists until the reviewed intake is saved.
3. Organise the evidence
Inside the new RFQ, the estimator reviews the drawing and scope note, then creates one asset for the platform package.
Because this is one coherent assembly, a complex project hierarchy would add little value. The estimator keeps the structure simple.
4. Build the estimate
The estimator creates takeoff items for the main platform components and links reviewed workspace records where appropriate:
- steel material by its normal pricing unit;
- workshop labour;
- equipment or consumable allowances;
- subcontract finishing if required;
- site installation where included.
Any quantity taken from the drawing is checked against dimensions and notes. Any allowance not supported by evidence is recorded clearly as an assumption.
5. Review current rates
The workspace contains a default steel rate and linked suppliers. The estimator checks the latest supplier information before relying on the default.
If the current supplier quote differs, the job estimate is updated. The shared catalogue is changed only when the new value should become the reusable default.
6. Prepare the quote
The estimator includes the platform asset, reviews the markup, and checks customer identity, scope, price, tax, lead time, inclusions, exclusions, validity, and revision label.
The first export becomes the reviewed commercial snapshot for that response.
7. Rewrite the email draft
The estimator asks Kwantflow AI to improve the current email draft.
Before sending, the estimator confirms that the rewritten subject and body agree with the quote, especially the total, currency, RFQ number, option, and lead time.
What this example demonstrates
- Email can reduce intake retyping without creating records automatically.
- Attachments stay visible for review rather than being hidden inside an AI step.
- Existing company and person matches require confirmation.
- Reusable rates are starting points, not proof of a current supplier price.
- Quote and email output remain user-reviewed.