Automation of requests for quotations from e-mails to CRM
Automation of RFQs from emails to CRM ✅
From email to CRM order — fully automated RFQ processing in under 60 seconds.
The AI-driven system analyzes email content and attachments, classifies requests, extracts data from documents, and creates a complete order in the CRM. No human involvement required.
📊 Benefits:
⏱ 12 hours of manual work saved daily
Routine tasks are automated — that’s over 250 hours per month your team can dedicate to strategic work.
📈 40+ requests processed automatically every day
AI handles even large volumes of RFQs — no need to scale the team, even during peak seasons.
👥 2 employees reassigned to higher-value tasks
Instead of retyping data, staff can focus on acquiring clients and performing business analysis.
The challenge of handling RFQs ✅
The RFQ team was forced to manually analyze dozens of emails each day — each in a different format, from different partners, with various attachments and links. This meant:
• Working in shifts (12h per day)
• Identifying whether a message was a new request or just an extension
• Re-typing data from PDFs (often handwritten) and from websites
• Manually entering data into the CRM and verifying accuracy
During peak periods (holidays, vacation seasons), the number of requests reached up to 40 per day.
The process consumed 5–12 hours daily and generated costs of around €1,200 per month.
Manual processing resulted in delays, errors, and lost orders to faster competitors.
Intelligent AI-powered solution ✅
In response to the growing number of RFQs, we developed an intelligent automation that fully handles the process of reading, analyzing, and recording emails in the CRM.
By combining AI, OCR, and a tailored API, the entire workflow runs without human involvement — in less than a minute from the moment the email arrives:
• RFQ capture: A dedicated email address automatically collects messages from partners and clients.
• Intelligent classification: AI recognizes whether the message relates to a new order, an extension, or another type of request.
• Data extraction from content and attachments: The system analyzes the email body, PDF files (even handwritten), and links — retrieving all key information.
• Data transformation into CRM format: AI structures the data according to customer requirements, including order type, parameters, dates, location, and more.
• Automatic order registration: The processed data is sent via API to the CRM, where a complete order is created — without any human intervention.
Roi
Thanks to the implementation of our AI-powered solution, the client has radically reduced RFQ handling time, lowered operational costs, and increased the effectiveness of bid responses. It’s not just about savings — it’s a real boost to competitive advantage. ✅
97% faster RFQ processing ✅
⏱️ Time reduced from 15 minutes to just 45 seconds — the automated process works 20× faster than a human. ✅
>250 hours recovered per month ✅
💰 Intelligent automation has taken over all manual RFQ handling. That’s 264 hours saved every month! ✅
Effortless scalability — 40+ RFQs per day ✅
📈 Even with increased RFQ volumes, the system requires no additional effort — it runs 24/7. ✅
Examples of automations
AI Matchmaker — Automation of the candidate selection process
HR
The AI-powered recruitment system transforms requests into accurate, actionable candidate shortlists — in minutes, not days. By analyzing email content, integrating with databases, and generating candidate communications, recruiters save dozens of hours and can work faster, more precisely, and more effectively.
- 50–70% shorter candidate selection time
- +800% higher throughput
- +35% higher matching accuracy
Automatic allocation and correction of cost invoices using AI
Finances
AI takes care of accounting documents from A to Z. The system analyzes, classifies, and posts cost invoices and corrections — entirely without human intervention. It processes over 1,200 documents per month, continuously learning the company’s structure, posting rules, and KSeF compliance requirements. The result? Consistency, speed, and zero chaos.
- Over 95% of documents processed and posted automatically
- 85% reduction in handling time
- +100% more bandwidth
- More time for analysis, not for data copying
AI Customer Care — Automation of customer service in e-commerce
Sales
🛍️ “Customers get an answer before they even have to ask.” Customer service automation in e-commerce has reduced response times from hours to seconds — giving time back to the team and comfort to customers. AI identifies the subject of each inquiry, responds instantly, and forwards only cases that require human attention — 24/7.
- 70% of inquiries handled automatically
- Response time reduced from several hours to just a few seconds
- +40% more team time for issues that require attention
AI Marketing — intelligent automation of content and social media
Marketing
📢 Daily content without the daily effort. 🧠 AI that knows what, where, and when to publish. Your intelligent marketing assistant that creates engaging content, schedules posts, and automatically publishes them across your chosen channels — from blog to LinkedIn. It helps companies maintain a consistent online presence without hiring an agency or building a content team.
- 6× more content per month
- Cost reduction of 70–85%
- +60% higher engagement on social media
Automation of tender analysis
Sales
Instead of looking through, decide. Automatic analysis of tenders and assessment of opportunities in a few minutes. The AI system automatically downloads tender announcements, analyzes documentation (PDF, SWZ, attachments), assesses compliance with customer criteria and creates a structured report for decision-making. Without human participation, without waste of time.
- Reduction of analysis time by 96% ✅
- 6x higher process throughput ✅
- Real-time decisions ✅
- 🌍 Ready to scale without limits ✅
Ready to speed up your business?
Schedule a free consultation with our expert and find out in less than 30 minutes:
- ✅Which processes in your company are worth automating in the first place - and why they
- ✅What AI technologies and tools will work well in your industry
- ✅What savings and efficiency growth can you achieve - preliminary calculation of ROI
- ✅Answers to your technical and business questions - no jargon, no obligations
What do customers say about us?
Thanks to BizProcess.AI, instead of wasting time on documents, we focus on strategic decisions. AI segregates offers for us - we choose only those worthy of attention
Construction companyInstead of exchanging emails and correcting accounting errors, we have full control over the invoice from the beginning. The system itself monitors compliance and informs what needs to be improved
Production and trading companyMarketing automation provided our channels with regular content and saved thousands of zlotys per month. The team stopped putting out fires and started planning campaigns in advance
Design company