Example bot · Vendor Quote Bot
Quinn, your vendor quote bot
Quinn is a vendor quote bot that drafts RFQs to your approved vendors for a buyer to approve one by one, flags slow replies, and lines the quotes up side by side by price, lead time, and MOQ. It is an example bot Compass AI builds around the ERP you already run, and a buyer approves each RFQ and each follow-up on its own before it goes out, then picks the quote.
Polite on the first ask, just as polite on the follow-up.
The work today
The problem it takes off your plate
Getting quotes means writing the same RFQ to several vendors, chasing the ones who go quiet, and pasting replies into a spreadsheet before anyone can compare them.
- Copying the same RFQ into separate emails
- Replies arriving as PDFs, email bodies, and attachments, all in different formats
- Comparing price, lead time, and MOQ by hand before the buyer can decide
Step by step
How Quinn works
One job, step by step. The last step is always yours.
When a buyer starts an RFQ
Gets the request
Takes the part, quantity, and need date from the buyer or from the ERP.
Before anything is sent
Drafts the RFQs
Prepares an RFQ for each approved vendor, and the buyer approves each one on its own before it goes out.
While replies come in
Follows up
Drafts a polite reminder for vendors who have not answered, and the buyer approves each reminder on its own.
As quotes land
Lines up the quotes
Puts price, lead time, and MOQ side by side and flags anything missing or unclear.
When the quotes are in
You approve
The buyer picks the winning quote, and nothing is awarded or entered in the ERP until they do.
Same rules for every bot: one job, inside your systems, nothing changes without a person, and a plain-English note on what it did.
Your systems
What it works with
Around the ERP you already run.
ERP
Part, vendor, and purchase history
Sends approved RFQs and follow-ups, reads replies
PDF quotes
Reads vendor quote attachments
Spreadsheets or shared drive
Holds the side-by-side comparison
People stay in charge
What it never does without you
A buyer approves each RFQ and each follow-up on its own before it goes to a vendor, and picks the winning quote.
Always waits for a person
- Sending an RFQ or a follow-up to a vendor
- Awarding a quote
- Entering quote prices or a PO in the ERP
A person approves anything that changes a record, spends money, or goes to a customer or vendor.
Questions
Questions about Quinn
No. It drafts each RFQ and follow-up, and a buyer approves each one on its own before it goes to a vendor.
It reads the reply and pulls out price, lead time, and MOQ where it can find them. Anything it cannot read clearly is flagged for the buyer instead of guessed.
Only the vendors you have approved for that part. You decide the list.
No. It lines the quotes up and flags gaps. The buyer weighs price, lead time, MOQ, and anything else that matters, and makes the call.
Let's talk
Want a bot like this in your shop?
Book a 30-minute fit call. Tell us how this work runs today, and we will tell you plainly whether a bot like this fits around your ERP.