RFQ Response Time Cut 80%. Same Team, 4x the Volume.
Thousands of line items per RFQ, each needing matching, pricing, and packaging. The quoting team was fast. The process itself was the bottleneck.
Global Healthcare Distributor
- Each line item required matching against internal catalogs, checking availability, pulling competitive pricing, and packaging a structured quote.
- By the time the quote was assembled, reviewed, and sent, the customer had often moved on or awarded the business to a faster competitor.
- The solution matches each item to internal catalogs or suggests equivalents, then builds a competitive, structured quote with cost breakdowns for the quoting team to approve.
- The same team now handles four times the RFQ volume.
The Situation
A global healthcare distributor received RFQs from hospital systems with thousands of SKUs per request. Each line item required matching against internal catalogs, checking availability, pulling competitive pricing, and packaging a structured quote. The quoting team worked through them one at a time, manually.
Why It Was Hard
Each RFQ took days to turn around. By the time the quote was assembled, reviewed, and sent, the customer had often moved on or awarded the business to a faster competitor. The company was not losing on price. It was losing on speed. Deals went cold while quotes sat in process. The quoting team was experienced and fast. The process itself required too many manual steps: open each line item, search the catalog, check availability, pull pricing, format the response, and get it reviewed. Multiply that by thousands of line items per RFQ, and there was no way to compress the cycle without changing the process entirely.
What We Built
An RFQ with thousands of line items arrives in any format. The solution matches each item to internal catalogs or suggests equivalents, then builds a competitive, structured quote with cost breakdowns for the quoting team to approve. Only uncertain items are routed to a person with full context, improving future RFQs. All processing stays inside the company's environment, protecting hospital data, pricing, and competitive intelligence.
The Result
Quote turnaround dropped by 80%. The same team now handles four times the RFQ volume. Win rates increased because quotes arrive fast enough to stay in the conversation. The quoting team spends its time on pricing strategy and customer relationships instead of data entry and catalog lookups.
We were losing deals we should have won. Not on price. On speed. By the time our quote was ready, someone else had already closed it.
— VP of Sales, Global Healthcare Distributor
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