Email Quote Analysis CRM — RFQs Structured Automatically
AI reads incoming emails, identifies quote requests, extracts product specifications and quantities, and creates structured CRM records — ready for your sales team to respond.
Understanding the Problem
B2B sales teams receive quote requests in messy email formats — long descriptions, PDF attachments, technical specifications, multiple products in one email. Reps spend hours each week parsing emails, extracting details into spreadsheets, and looking up product codes. TeknoVesta's Email Quote Analysis reads each incoming email, detects when it contains a quote request, extracts product specs, quantities, delivery dates, and customer requirements, and creates structured CRM records. Reps see clean, organized RFQ data ready for pricing — not raw email text to decipher.
Core Modules
Quote Request Detection
AI identifies quote requests, RFQs, and pricing inquiries from incoming emails — including those buried in long conversations or forwarded from intermediaries.
Specification Extraction
AI extracts product specifications, dimensions, materials, quantities, delivery dates, and special requirements from email body and attachments.
Attachment Parsing
PDF attachments, Excel files, and Word documents are parsed for technical specs, drawings, and bill of materials. Data flows into structured CRM fields.
Product Matching
AI matches requested items against your product catalog. Exact matches are linked; close matches are flagged for rep verification.
Auto-Routing
Quotes auto-route to the right sales rep based on product category, customer region, deal size, or custom rules. Urgency is detected and flagged.
KVKK & GDPR Compliance
AI processing happens on TeknoVesta infrastructure. Customer email content and attachments are never sent to external AI providers.
How It Works
Connect Email Account
Works with any connected email integration (Gmail, Outlook, IMAP). No separate setup.
Configure Product Catalog
Upload your product catalog with codes, specs, and pricing rules. AI uses this for matching incoming requests.
Define Routing Rules
Set which sales reps or teams handle which product categories, regions, or customer segments. Urgency thresholds.
Emails Get Analyzed
Every incoming email is scanned for quote intent. Detected quotes create structured CRM records with all extracted data.
Rep Reviews & Prices
Sales rep opens the structured RFQ, verifies AI extraction, and prepares pricing. Quote preparation time drops 70-90%.
Key Benefits
No More Email Parsing
Reps stop reading 50+ emails a day to find quote details. AI does it; reps focus on pricing and customer relationships.
Faster Quote Turnaround
Quotes that took half a day to prepare now take minutes. Customers get responses while interest is hot.
Fewer Pricing Errors
AI extraction is consistent — no missed specs, no wrong quantities, no forgotten requirements. Quotes match what customers actually asked for.
Audit Trail for Every Quote
Original email, attachments, AI extraction, and rep modifications are all logged. Compliance and dispute resolution are easy.
Frequently Asked Questions
What email formats and attachments are supported?
Plain text and HTML emails are fully analyzed. Attachments: PDF (including scanned PDFs with OCR), Excel (.xlsx, .xls), Word (.docx), CSV, and common image formats. CAD drawings are flagged for human review — AI does not interpret technical drawings.
What if AI extracts something incorrectly?
The rep sees the AI extraction next to the original email and can correct any errors with one click. Corrections feed back into the model so it improves over time. Accuracy typically exceeds 95% within weeks of use for your specific product catalog.
Can this work in our industry-specific terminology?
Yes. AI learns your product naming conventions, abbreviations, and technical terminology from your catalog and past quotes. Industries with heavy jargon (machinery, chemicals, electronics) see strong accuracy after training on a few hundred past quotes.
Ready to connect your tools?
Get in touch to see how TeknoVesta integrates with your existing systems.
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