Learn how to automate the request for quotation (RFQ) process from form submission to quote generation using Google Workspace apps. Ideal for procurement teams and sales operations.
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Why Automate Your Request for Quotation Process?
Handling RFQs manually slows down your response time, introduces human error, and drains valuable resources from your sales or procurement teams.
With Request for Quotation Automation — a great example of AI automation in procurement, you can:
- Eliminate manual data entry
- Ensure consistent quote formatting
- Speed up quote generation and response time
- Empower your team to focus on negotiation and relationship-building — not admin work
This is especially valuable for teams managing request for quotation in procurement, where speed and accuracy directly impact deal flow and supplier/vendor relationships.
Key Use Cases For RFQ Automation
Alongside procurement teams, there are otjer use cases for RFQ process automation that might be relevant to you:
- B2B quote request processing from website visitors
- Internal RFQ workflows for sourcing materials or services
- Generating customer quotes based on dynamic inputs (zones, product types, etc.)
The #1 AI Workflow Automation Solution For Procurement Teams On Google Workspace
Zenphi is a go-to platform for teams, operating with Google Workspace environment, and looking for automation solutions that would leverage the power of the tools they’ve got used to: Sheets, Drive, Gmail, Forms. Zenphi allows your procurement team to automate any process without switching platforms, natively and securely within Google Workspace environment — no coding required.Â
Step-by-Step: Request for Quotation Automation Workflow
Step 1: Form Submission
Create a form (Zenphi Form or Google Form) that captures:
- Requester details
- Services/products needed
- Location, quantity, or other RFQ criteria that you use to calculate a quote in your Google Sheets or Excel
- Tip: You can embed this form on your website as an HTML widget or share it as a standalone link.
Step 2: Look Up Pricing in Google Sheets
Add a connection to your Google Sheet or Excel that stores your pricing structure:
- Prices per zone or region
- Prices per zone or region
- Volume discounts or special conditions
- Other variables that you use to calculate the quote
Step 3: Calculate Quote Using AI
This is where the automation gets smart:
- Use Google Gemini or OpenAI to analyze the form input
- You don't have to paste complex formulas in your spreadsheet! AI model is very much capable of making the calculations for you! Just paste the formula you use in the system instruction field
- Tell the AI model what do you want to get as an output — a structured text with relevant data
- Tip: In Zenphi, the best action to use for this scenario is Generate Text with Gemini
Step 4: Generate a Branded PDF Quote
Using a pre-built Google Doc template that contains your logo, business name and any other elements of corporate design you prefer (business address, website etc.), generate a document via adding dynamic variables from the previous steps — that is:Â
- Requester's name
- Description of the request details
- Final quote
- Tip: In Zenphi, to generate a PDF, you don't need a separate action — just use a "Generate a PDF" toggle in the Generate a Document From A Template action
Step 5: Email the Quote Automatically
Send the quote directly to the requester:
- You can hard-code an email copy, just insert dynamic variables from the Form — and attach a PDF created on a previous step
- Or you can again use AI — Generate Text With Gemini — to generate a personalized message for every Form submission.
- Tip: In Zenphi, before sending an email, you can choose to generate a Draft that would automatically appear in your mailbox in the Drafts folder, and you can send it out manually after checking the copy and the details. This way, you're adding a human in the loop, if needed.
Watch How To Build A Request for Quotation Automation Workflow: Video Tutorial
Who This Request for Quotation Automation Workflow Is For
This automation is ideal for:
- Procurement departments collecting RFQs from internal stakeholders or external vendors
- Sales teams managing inbound quote requests
- Marketing or operations teams supporting pricing workflows
Take Control of Your RFQ Workflows
Manual RFQ handling wastes time. Automate your request for quotation process to streamline your procurement processes automation and start sending professional quotes — faster, smarter, and more securely.
