Send the request.
Forward the email, PDF, or spreadsheet your customer already sent. No new portal for them to learn.
Your existing inbox
Built for HVAC distributors & supply houses
Messy RFQs in.
Quote-ready
lines out.
Turn contractor emails, PDFs, and spreadsheets into catalog-matched quote lines. Your team reviews the work—and keeps the HVAC judgment.
Start with one historical request. No system integration needed.
Incoming contractor RFQ 01
Can you quote these for the next job?
12 × DEMO TH-100 thermostats
2 cartons DEMO FL-2040 filters
+ a matching coil for the new unit
materials-list.xlsx
Prepared quote lines
For your reviewRequested itemYour SKUStatus
TH-100 thermostat12 ea · exact part number
TH-0100MatchedFL-2040 filters2 cartons → 24 ea
FL-2040MatchedMatching coilEquipment details needed
—Expert reviewNo guesses. Your team approves the final quote.
Illustrative workflow · fictional product data
Keep your existing ERP
Start with a catalog export, not a migration.
No new customer portal
Contractors keep sending requests their way.
Human approval, always
Your team owns the final quote and decisions.
The work before the quote
Your best reps shouldn’t
spend their day
re-keying RFQs.
The contractor needs a quote. But first, someone has to turn their list into something your system understands.
Less repetitive prep. More time for customers.
01
Re-keying the same request
Open the attachment. Copy a part number. Enter a quantity. Repeat for every line.
02
Searching instead of selling
Translate contractor shorthand and manufacturer numbers into the SKUs your system understands.
03
Finding the missing details too late
Discover an unclear model or unit of measure halfway through building the quote.
From messy to ready
One request.
A better starting point.
See what’s matched, what needs clarification, and why.
Original request
Step 1What your customer sends
AL
Alex · Sample contractor
Parts for the next job
Hi team, Could you price up the following? 12 × DEMO TH-100 thermostats 2 cartons DEMO FL-2040 filters 200 ft DEMO CP-075 tubing 6 more thermostats like last time Also need a matching coil for the new unit. Thanks, Alex
Step 2What your team gets
Prepared quote lines
3 matched2 need your team
| Requested item | Internal SKU | Qty | Status | Evidence |
|---|---|---|---|---|
| DEMO TH-100 thermostat | TH-0100 | 12 ea | Matched | Exact part number 12 × DEMO TH-100 thermostats The fictional catalog has one active entry with manufacturer DEMO and full part number TH-100. Internal SKU: TH-0100. No substitution has been made. |
| DEMO FL-2040 filters | FL-2040 | 24 ea | Matched | Approved pack conversion 2 cartons of DEMO FL-2040 filters The fictional catalog defines one carton as 12 individual filters. Requested: 2 cartons × 12 = 24 ea. The unit conversion is explicit; it is not inferred from the product name. |
| DEMO CP-075 tubing | CP-0075 | 200 ft | Matched | Exact part number 200 ft DEMO CP-075 tubing The fictional catalog maps DEMO CP-075 to internal SKU CP-0075 and uses feet as its selling unit. The requested quantity and unit are preserved. |
| Thermostats “like last time” | Not selected | 6 ea | Needs review | Previous order needed 6 more thermostats like last time No previous order was supplied with this sample. A model number or a confirmed previous-order reference is needed. The system must not assume this means TH-100. |
| Matching coil for new unit | Not selected | — | Technical review | Equipment selection required Also need a matching coil for the new unit. The request does not identify the equipment or specify the coil quantity. A qualified member of the distributor’s team must resolve the selection and quantity. No compatibility claim is made. |
“Matching coil” is a question for your specialist—not a reason to guess.
Illustrative sample only. All products and mappings are fictional. This demo does not process or upload files.
A simpler handoff
From their inbox
to your quote workflow.
We prepare the repetitive part. Your people handle the decisions.
We prepare the lines.
We structure the request, match against your catalog, and surface quantities, units, and missing details.
Your approved product data
Review the exceptions.
Your team checks the prepared work and resolves technical selections, unclear items, and substitutions.
Your expertise
Continue quoting.
Use the agreed output in your current workflow. Apply pricing, check availability, and approve the quote.
Your existing quote process
Built to support your people
Automate the prep.
Keep the judgment.
Your team knows HVAC. We make sure they don’t have to spend that expertise copying line items.
QuoteDispatch
We prepare.
The repeatable, checkable work.
- Extract requested items from emails and files
- Match manufacturer numbers to internal SKUs
- Apply approved customer aliases
- Preserve quantities and verify known pack sizes
- Keep every line connected to its source
- Flag ambiguity and prepare clarification questions
Your inside sales team
You decide.
The expertise your customers rely on.
- Select compatible HVAC equipment
- Approve substitutions and technical equivalents
- Decide prices, discounts, and commercial terms
- Confirm availability and promised lead times
- Approve and send the customer-facing quote
- Resolve anything the source data cannot establish
Not an autonomous HVAC quoting agent. A better starting point for your team.
The requests you already receive
Different formats.
One prepared handoff.
Start with already-specified products. Add customer-specific rules as the pilot proves what works.
Part-number lists
Map the manufacturer numbers in a customer spreadsheet to your internal catalog.
Manufacturer part # → your SKU
PDF bid lists
Turn multi-line material lists into structured rows without losing the original request.
PDF attachment → review-ready rows
Customer shorthand
Use approved aliases and available history. Ask for clarification when a reference is missing.
“Like last time” → verified or flagged
Mixed units & pack sizes
Make known unit conversions explicit. Don’t quietly turn two cartons into two items.
2 cartons × 12 → 24 individual items
Revised requests
See changed quantities and new lines when a contractor sends another version.
Revision 2 → changes made visible
Technical exceptions
Make the question clear when an item needs HVAC expertise. No invented compatibility.
“Matching coil” → specialist review
No rip-and-replace
A new starting point.
Not a new ERP.
Start with exported product data and the requests already in your inbox. Agree the handoff before you automate it.
Your RFQsEmail · PDF · Excel
QuoteDispatchPrepare + flag
Your workflowReview · price · quote
CSV or another agreed format to start. Deeper integration only when it earns its place.
A good fit for
Busy quote desks.
Experienced people.
Inside sales reps
Less copying and searching. More attention for the lines that actually need you.
Sales managers
A clearer handoff, visible exceptions, and a way to measure the work saved.
Owners & GMs
Test additional quote capacity before committing to a larger rollout.
Our starting point
Recurring multi-line RFQs, a usable product catalog, and a meaningful share of requests for already-specified items.
A small, measurable pilot
Start with real RFQs.
Not a perfect demo.
Show us the work your team actually does. We’ll establish what can be prepared—and what should stay with your people.
01
Choose one product category
Keep the scope small enough to learn and measure.
02
Bring 20–50 historical RFQs
Along with accepted quotes, clarifications, and a catalog export.
03
Measure on separate examples
Include review, corrections, and transfer into your workflow.
What we measure together
Total rep timeCorrect matchesReview & corrections
Let’s start with your workflow
Show us your quote desk.
A real request is a better starting point than a sales deck.
Good questions
Before you
forward that RFQ.
Clear scope, practical handoffs, and no black-box promises.
Start with your questionsIs this software or a done-for-you service?
Start with a service: you provide the requests and agreed product data; we prepare the quote lines. A pilot establishes the rules, output format, and review process before you consider deeper automation.
Do we need to replace our ERP?
No replacement is required for the initial pilot. We can start with an approved catalog export and agree a practical output format, such as CSV or Excel. We check how the result enters your workflow rather than assuming every ERP already has a working integration.
Can you choose compatible HVAC equipment?
Technical selection, system design, and unapproved substitutions stay with your qualified team. If a request lacks enough information, the line is flagged with a specific question instead of a guessed product.
What happens when a product match is unclear?
The item is marked for review. Your rep sees the original request, what information is available, and what needs clarification. A familiar description or an incomplete model number is not treated as proof of an exact match.
How do you handle pricing and availability?
The initial service can stop at product lines. Your existing system and team continue to apply customer-specific prices, discounts, availability, and delivery commitments. We don’t invent prices or promise stock we haven’t verified.
What data do you need for a pilot?
A limited set of historical RFQs, the corresponding accepted quotes and clarification history, and a catalog export for the chosen category. Manufacturer numbers, internal SKUs, descriptions, selling units, pack sizes, and approved aliases are especially useful.
How will we know the pilot is worthwhile?
Measure your team’s total time to reach an accepted result, including review, corrections, and transfer into your quoting system. Check wrong matches, missed lines, and unresolved exceptions too—not just how fast a draft appears.
Will quotes be sent to customers automatically?
No. Your team reviews the prepared lines, makes the commercial and technical decisions, and approves the final customer-facing quote.
Do we have to share our entire catalog or inbox?
No. Start with a small, approved sample and one product category. Before live work, agree what data is needed, who can access it, how it is processed, and when it is deleted. Don’t include confidential RFQ files in the public inquiry form.
Your next RFQ, with less prep
Let your team quote.
We’ll help with the prep.
Less re-keying. Clearer exceptions. Your team in control.
Review an RFQ with us
Start with one historical request.