Success story sharing: How to improve RFQ processing and quotation efficiency with Whatoflow

In daily operations, the RFQ (Request for Quotation) and quotation processes are often cumbersome and time-consuming, impacting team efficiency and customer satisfaction. After implementing Whatoflow, one company successfully automated its RFQ processing, quotation decision-making, work execution, and invoicing processes, achieving rapid response and precise management, resulting in significant operational improvements. This article will share how they leveraged Whatoflow in conjunction with WhatsApp, AI, and Excel to create a lightweight and efficient workflow.

Maintain existing habits and introduce intelligent automation.

Instead of completely replacing the system, this company used WhatsApp as the core, combined with tools they were familiar with: WhatsApp as the communication platform, Excel as the database, and AI to assist in decision-making and email writing. This design allowed employees to work without changing their existing habits, lowered the learning threshold, reduced manual operations, and improved efficiency.

For example, in the past, RFQ data had to be manually entered into Excel, and reply emails had to be written word by word. Now, the system automatically records the content of RFQs received on WhatsApp into Excel and automatically generates the corresponding email draft based on the employee's judgment on whether to provide a quote. This combination of human judgment and AI assistance makes the work smoother and reduces errors.

Specific changes brought about by process automation

1. RFQ Reception and Recording

When a customer sends a price inquiry via WhatsApp, the system instantly captures the message and automatically populates it into an Excel database. This not only prevents data omissions but also provides a more reliable basis for subsequent follow-up.

2. Quotation Decision and Email Automation

Employees decide whether to submit a quote based on the RFQ content. If they decide not to submit a quote, the AI will automatically generate a polite rejection email draft, which the employee only needs to confirm before sending. If they decide to submit a quote, the system will generate a confirmation email and automatically fill in the quote and tender form, saving a significant amount of time.

3. Subsequent Orders and Work Management

After a successful quote is received, the system converts the quote into an order and tracks the work progress. Upon completion of the work, employees can upload relevant photos and documents to ensure data integrity.

4. Invoicing and scheduling updates

Once the work is completed, the system automatically generates an invoice and drafts an email to be sent. The Excel data and schedule are also updated simultaneously, allowing management to keep track of the status at all times.

Actual results and experience sharing

After implementing Whatoflow, this company reduced its RFQ processing time by more than 30%, significantly improved its quote response speed, and made customer feedback more timely. Employees are no longer slowed down by tedious data entry and email writing, and can devote more time to professional judgment and customer service.

In addition, the system's flexible design allows businesses to expand functionality as needed in the future without having to rebuild the entire system, saving significant costs and time.