Every stage of the RFQ journey, from the moment a client email arrives to the moment a signed quotation goes out and the order comes back. AI-assisted at every step, with every deadline the system helps you keep.
Marketing queue, RFQ review, send-to-QNPD, client management
Own & unassigned RFQs, marketing review actions
QNPD quotation queue, cost sheets, submit for admin review
Read-only dashboard and own RFQs
Admin access is by invitation only, request it via the access request flow. Demo credentials are for evaluation and reset periodically.
/loginNobody picks their own role. Admin assigns it. No public signup.
Client sends an email to tdev7143@gmail.com with part requirements, specifications, and attachments (2D drawings, 3D models, data sheets).
Attachments Supported
Claude AI reads the raw email and extracts all structured fields, including scanned PDFs via computer vision. Zero manual data entry.
Fields Extracted
RFQ record created with project number NCPT-YY-DD-MM-NNN. Client auto-detected or created. Embedding generated for duplicate detection. SLA timer starts.
All Fields Present
Status → Marketing Review. SLA timer starts (48hr).
Fields Missing
Status → Pending Client Input. Auto-reply email sent asking for missing info.
Duplicate Detected (>92%)
Admin gets [AI FLAG] alert. RFQ held for manual review.
Not an RFQ
Email skipped. Logged as non-RFQ. No record created.
Marketing Team Lead sees new RFQ in their queue. AI analysis is already computed before they open it.
Reviewer examines AI recommendation and makes a feasibility decision. Every decision is logged with the AI recommendation that was shown.
Approve (Feasible)
→ QNPD Quotation. Smart Assignment suggests best engineer. 72hr SLA starts.
Reject (Not Feasible)
→ Rejected. Reason required. Client notified via email. Admin alerted.
Request More Info
→ Pending Client Input. AI drafts email. Sent to client via Gmail.
On Hold
→ SLA paused. Remaining time saved. Resumes when released.
SLA Reminders
24hr: Telegram DM to assignee
42hr: Telegram DM + Marketing Group message
48hr: ESCALATION. Admin + Team Lead notified immediately
QNPD Engineer sees assigned RFQ in their quote queue. AI cost estimate and similar past quotes are ready before they start.
10-line cost breakdown: material, machining, labour, tooling, heat treatment, surface treatment, testing, packaging, transport, overhead. Each submission creates a new version.
Cost Sheet Fields
Submit Quotation
→ Admin Review. Cost versioned (V1→V2→V3). Anomaly check runs.
Cost Anomaly (>25% deviation)
Admin gets [AI FLAG]: deviation from AI estimate. Requires careful review.
SLA Reminders
24hr (Day 1): Telegram DM to engineer
60hr (Day 2.5): Telegram DM + QNPD Group
72hr (Day 3): ESCALATION. Admin + QNPD Lead notified
Full cost breakdown, AI comparison, client profile, and similar outcomes, all in one view.
Admin makes the final call. Can approve, negotiate, request changes, or reject.
Approve (Final)
2 PDFs generated + emailed to client. Status → Completed.
Send to Negotiation
Quotation sent. Client negotiating price. Can revise or accept.
Request Changes
→ Back to QNPD with comments. 12hr revision SLA.
Reject
Client notified. All teams alerted. Status → Rejected.
After quotation is sent to client, they may negotiate price. Admin tracks this and can loop back for revised quotes.
Client Accepts Price
→ Completed. Same as final approval.
Send Back for Revised Quote
→ Back to QNPD. Engineer creates new cost version.
Negotiation Failed
→ Rejected. Client notified.
On admin approval, the system prepares two quotations on its own, with nothing done by hand.
Unit price, total, terms & conditions. NO cost breakdown. Emailed to client automatically via Gmail.
Full breakdown: material, machining, tooling, overhead, margin. Stored securely. Never shared with client.
All teams get Telegram notification. Client gets email with PDF. Cycle time logged. RFQ marked complete.
When client places an order, admin logs it. System links to originating RFQ and updates client metrics.
client.total_order_value updated
client.conversion_rate recalculated
AI estimate accuracy tracked (predicted vs actual cost)
Every Friday 6 PM IST, Claude generates a narrative report analyzing the week's patterns. Sent to Admin via Telegram.
If a client has 3 consecutive RFQs with no order logged, admin gets an AI flag. Client priority auto-reduced.
DND Policy: 9 PM - 8 AM IST. [REMINDER] and [INFO] queued until morning. [URGENT], [ESCALATION], [ACTION REQUIRED], and [AI FLAG] bypass DND and are delivered immediately.
| Action | Super Admin | Admin | MKT Lead | MKT Member | QNPD | Viewer |
|---|---|---|---|---|---|---|
| View all RFQs | ||||||
| Create RFQ | ||||||
| Feasibility decision | ||||||
| Submit quotation | ||||||
| Approve final | ||||||
| Invite users | ||||||
| System settings | ||||||
| View reports |
OTP sent via Gmail SMTP, zero cost, no third-party service
6-digit code expires in 10 minutes. Rate limited: 60 seconds between sends.
Codes are one-time use. Email enumeration prevented (always shows success).
Sign in and start managing RFQs with AI-powered automation.