About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
About 60 RFQs arrive each month from email and the website. Drawings and specs are saved to folders by hand, and part number, material, quantity and due date are retyped into the quoting sheet.
Once a quote is sent, there is no reminder to follow up, and customers sometimes say yes weeks later to a quote that has expired.
What we build
- 1
RFQs logged automatically
RFQ emails are read, drawings saved to a job folder, and material, quantity, tolerances and due date pulled into the quoting sheet for the estimator to check.
- 2
Quote follow-ups
Sent quotes get a follow-up after 3 and 10 days, and a note when they are about to expire.
- 3
Win and loss tracking
A simple board shows open RFQs, quotes sent, won and lost, with the reason.
Before and after
| Step | Before | After |
|---|---|---|
| Logging an RFQ | About 25 minutes | About 5 minutes to check |
| Quote follow-up | Rarely | Automatic |
| Pipeline view | Inbox | One board |
Where a person stays in control
Estimators set every price. The automation only collects details and schedules follow-ups.
Running cost
Roughly $100–250 a month for AI usage and hosting.
Tools
- Microsoft 365
- SharePoint or Google Drive
- ERP or quoting sheet
- AI model for reading drawings and specs
- n8n
How the numbers work
- 60 RFQs a month × 20 minutes saved = 20 hours.
- Follow-ups and expiry checks: about 15 hours a month by hand.
- Pipeline updates and searching the inbox: about 11 hours a month.
- Estimator time costed at $35 an hour: 46 × $35 = $1,610.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.