Inbound RFQ Management

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Consolidate Inbound RFQ Management to Prevent Missed Opportunities and Accelerate Response Times

A slow or disorganized RFQ process can lead to missed sales opportunities, delayed responses, and inefficient use of sales resources. When requests are spread across emails, marketplaces, forms, and spreadsheets, teams spend valuable time sorting messages, copying data, and chasing missing details before they can quote.

By centralizing inbound RFQ management, standardizing RFQ details, and routing requests to the right people, Vista-Suite Enterprise helps teams reduce turnaround time and keep opportunities moving. Batch processing, inventory visibility, original-message access, and research links give sales teams a clearer path from RFQ intake to quote or no-quote.

Inbound RFQ management in Vista-Suite Enterprise

Collecting Inbound RFQs

As a premium feature, plain-text emails can be recognized as RFQs and staged in Vista-Suite Enterprise with parsed details and related links, similar to RFQs from other supported sources.

Collect RFQs from email messages, listing services such as PartsBase, SkySelect, Locatory, The145, website contact form submissions, and spreadsheet files. A unified RFQ management interface helps teams work from a shared queue instead of switching between disconnected sources.

Restricted party screening support can be enabled through a separate Descartes VisualCompliance subscription. Once integrated with Vista-Suite Enterprise, incoming RFQs can be evaluated and categorized as clear, hold, or restricted. Predefined filter groups for screening categories are available for users with appropriate permissions.

Inbound RFQ Details and Workflow

RFQs are aligned to a consistent information layout, regardless of origin. This makes sorting, filtering, searching, and review easier than working from a traditional email inbox alone.

Routing rules are companywide settings that help distribute RFQs to relevant people and teams. Routing criteria can use RFQ details and Vista-Suite Enterprise records, including email address, email domain, sender company, country, company type, listing service source, RFQ type, part number, NSN, aircraft model, ATA chapter, stock availability, capability type, default group, and tier.

My RFQs shows RFQs assigned to a user manually, by another user, or through RFQ routing rules. Instead of duplicating the original request, Vista-Suite Enterprise keeps one RFQ record with controlled visibility, reassignment, and unassigned queue options.

A filter group is available for other emails that are less likely to be RFQs. This keeps the RFQ workspace focused while still allowing users to forward or reply to related emails inside the Vista-Suite Enterprise interface.

RFQs that trigger user-defined alert criteria can appear in an Alerts Only filter group with a user-selected color overlay. User-level RFQ alerts help individuals notice RFQs of personal interest without affecting other users' RFQ visibility.

Details provided in the original RFQ can be parsed and presented in Vista-Suite Enterprise, including RFQ source, type, number of items, RFQ reference number, priority, email date, quote-by date, company name, contact details, status, subject, country, part number, description, alternate number, NSN, quantity, unit of measure, condition code, and customer notes.

The original RFQ message is available for viewing, replying, forwarding, and attachment access. The same capability is also available while forming a quote, helping users reference the original request during the quoting process.

RFQs from the same sender email address can be selected and bundled into a single quote response. Consolidating related RFQs reduces repetitive replies and helps keep the quote response organized.

RFQs that are not quoted can still provide useful sales and demand information. Batch-selecting multiple RFQs and applying a no-quote action helps retain consistent data for analysis, with an option to confirm whether the customer should receive a no-quote message.

System Navigation and Research

Users can rearrange and hide columns in the RFQ information table, adjusting the workspace to match the way they review and manage requests. Similar table controls are used across other Vista-Suite Enterprise data views.

Find specific RFQs through individual or combined filters such as RFQ number, email date, company country, company name, email domain, marketplace source, part number, sale or repair request, and stock availability.

RFQs can be represented by source or marketplace icons to help users recognize where the request came from. When applicable, the icon can also link to the marketplace RFQ portal.

RFQs can indicate inventory availability for the requested part number or alternate part number. Availability criteria can be configured to include allocations, such as on-hand inventory that is not currently available.

After an RFQ is staged in Vista-Suite Enterprise, parsed company and part numbers can become hyperlinks to corresponding historical records for faster research.

When an RFQ contact email includes a company domain, Vista-Suite Enterprise can present the website address as a shortcut to the customer's website, reducing manual lookup steps during RFQ research.

The company name in an RFQ can be presented as a shortcut for launching a web search, helping users research the customer without copying and pasting company details.

Vista-Suite Enterprise can include configurable research links that launch prefilled part number searches on selected websites. These links are available within RFQs and the quote creation area to support a more connected research workflow.

Users can focus on specific RFQ stages through predefined filter categories such as Unassigned RFQs, Ignored/Blocked, and Quoted/Worked. Additional filtering and sorting options are also available for more detailed review.

To help keep the workspace organized, RFQs can be hidden from view based on a company-wide time parameter. Expired RFQs are not deleted; they are hidden and can be made visible again with a checkbox.

Collaboration and Access Control

Custom security profiles can control access to detailed RFQ and quoting functions. For example, teams can limit who can add or edit RFQ routing rules, manage restricted party screening data, access specific fields, or use broader RFQ application areas.

Users can share workspace access with selected co-workers and, when permitted, work on behalf of another user without sharing login information.

Internal RFQs can be created when a request needs to be captured and sent to the right people or teams. This supports phone-based RFQs or internal handoffs that should move into the quoting workflow.

Inbound RFQs Listed From All Sources

Each RFQ has a standardized appearance and can link to relevant historical records for faster review.

RFQ Expanded to Reveal Requested Parts

Expanding an RFQ to see the requested parts uncovers a new layer of line item details, stock indicators, and online research shortcuts (simple search).

Advanced RFQ Search Filters

Find RFQs that meet specialized criteria using a combination of 13 searchable data points. Every column can be sorted for additional refinement.

Artificial Intelligence (AI) RFQ Recognition

RFQs received in standard plain text can be identified and processed with other RFQs when the premium add-on is enabled.

Software development moves fast, and features evolve over time. While we strive to keep this and other pages accurate, some information may not reflect the most recent changes. For the most current details, we recommend scheduling a live demo at ambryhill.com/demo.

Back to Features List

Inbound RFQ Management

Consolidate Inbound RFQ Management to Prevent Missed Opportunities and Accelerate Response Times

Collecting Inbound RFQs

Artificial Intelligence Interpretation of Plain-Text RFQ Emails

Manage RFQs from Various Sources and Formats

RFQ Restricted Party Screening Categories

Inbound RFQ Details and Workflow

Standardized RFQ Layout

Assignment Routing Rules for Salespersons and Sales Teams

My RFQs

Other Emails

RFQ Alerts

RFQ Details

View and Interact with the Original RFQ Message

Batch-Select Multiple RFQs to Quote at Once

Batch Select Multiple RFQs to No-Quote at Once

System Navigation and Research

Customize the Layout and Columns of Information Displayed About RFQs

Advanced RFQ Filtering

Icons of RFQ Sources

Icons to Signal the Availability of Inventory

Company Names and Part Numbers are Hyperlinked for Access to Internal Records

Hyperlink to Customer Website

Hyperlink to Search Customer Company Name

Simple Search of Part Numbers Online

RFQ Life-Cycle Status

Expiration of RFQ Visibility

Collaboration and Access Control

User Security Profiles and Access Permissions

Shared Co-worker Access

Create an Internal RFQ, Also Known as the Receptionist RFQ Form

Inbound RFQs Listed From All Sources

RFQ Expanded to Reveal Requested Parts

Advanced RFQ Search Filters

Artificial Intelligence (AI) RFQ Recognition

REQUEST DEMO