RFQPulse — AI Quote Collection Agent for IFS Cloud

RFQ 1045 — supplier comparison (GBP) Block B electrical works · 3 lines · quotes read from email, Excel and PDF Awaiting approvalIFS data

Suppliers asked

3

from IFS supplier records

Quotes read

3 / 3

written to IFS line by line

Lowest confidence

0.91

threshold 0.8

Recommended

Ridge

with its reason

Supplier	Lines	Total	Extra cost	Payment terms	Delivery
Ridge Building Supplies	3/3	11,621.50	—	Prepaid	on time
Westbrook Cables Ltd.	3/3	11,696.00	—	60 days	on time
Harbour Metals Ltd.	2/3	11,188.40	82.00	30 days	2 lines late

Ridge Building Supplies: lowest price including extra costs, delivers before the required date.

Your IFS already knows who sells which part. Nothing asks those suppliers for a quote on its own.

Today a purchase request is scattered across emails, phone calls and spreadsheets. It is keyed into IFS by hand, each supplier gets a separate email, and prices are copied line by line out of PDFs. Buyers spend their time chasing quotes, not making decisions.

RFQPulse runs the entire flow over email — it reads the request, opens the RFQ in IFS, sends it to the addresses on your supplier records, writes the replies back into IFS and chases late suppliers. All that is left for you is the decision.

No new screen for your buyers to learn.

No portal for your suppliers to log in to.

Your IFS credentials never leave your network.

The product

What changes on day one

RFQPulse is not a chatbot, and it is not another purchasing portal. It sits next to your IFS Cloud and works through your purchasing mailbox at three moments: when a request arrives, when quotes are requested and when suppliers reply.

No request form — an email is enough

Employees write the way they always do: “4x25 SWA, 320 m, needed next Friday.” RFQPulse extracts items, quantities and units, turns relative dates into calendar dates and maps units to IFS codes. The sender is verified via DKIM/DMARC and their IFS user record; requests are consolidated into a purchase requisition in IFS.

Request #2 · Block B electrical works Sarah Mitchell (IFS user SMITCHELL) · dkim=pass · dmarc=pass verifiedIFS RFQ 1045

IFS part	Request text	Qty	Required
EL.220.316 4-core 16 mm² SWA cable	16mm SWA 4 core 850m	850 m	13 Oct 2026
EL.220.425 4-core 25 mm² SWA cable	4x25 SWA 320 m	320 m	13 Oct 2026
EL.310.050 Cable lug 25 mm² (copper)	25mm lugs x200	200 pcs	13 Oct 2026

Suppliers in IFS (authorised): Westbrook Cables Ltd. · Harbour Metals Ltd. · Ridge Building Supplies

RFQs go out on their own

For each part, the supplier records in IFS are read and an RFQ is opened in IFS for the relevant suppliers. It goes to the address on each supplier’s IFS contact details, from your own purchasing mailbox. Unanswered requests are chased during business hours; when an out-of-office reply names another address, RFQPulse picks it up and asks you.

[RFQ 1047] Request for Quotation – Northline Construction Ltd. purchasing@northline.example → quotes@harbourmetals.example

Dear Harbour Metals Ltd.,
Please send us your quotation for the items below by 7 Oct 2026.

#	Item	Code	Qty	Required delivery
1	Ready-mix plaster, 25 kg bag	YM.240.020	600 pcs	18 Oct 2026
2	Stone wool board, 50 mm	YM.240.115	1,200 m²	18 Oct 2026

Please state the unit price, currency, payment terms, lead time, delivery terms and quote validity. You can simply reply to this email, with an attachment or in the message body.

Northline Construction Purchasing · sent with RFQPulse

Quotes are read and written to IFS

However a supplier sends a quote, it gets read: email body, Excel, Word, PDF, scans, photos, even WhatsApp screenshots. Units and number formats are converted, VAT is stripped from VAT-inclusive prices, and discounts, payment terms and validity are parsed. The result is written to the IFS quotation line by line. If reading confidence falls below the threshold, the line comes to you.

RFQ 1045 · Timeline rfqpulse / activity 3 suppliers

5 days agoPublished: RFQ 1045 published (purchasing@northline.example); emailed to 3 suppliers.

3 days agoQuote: Ridge Building Supplies — quote received (Excel; confidence 0.94). Line 1: quantity differs (900 ≠ 850 m).

3 days agoWritten to IFS: Ridge Building Supplies quote written to IFS (RFQ 1045: lines 1, 2 and 3 answered).

2 days agoQuote: Westbrook Cables Ltd. — quote received (PDF; confidence 0.91). 20% VAT removed from VAT-inclusive prices.

Below the 0.8 confidence threshold, the line goes to the buyer instead of IFS.

Comparison and approval

Buyers don’t collect quotes. They decide.

In purchasing, time isn’t lost in the big decisions but in small, silent tasks: chasing suppliers who haven’t replied, copying prices from PDFs into spreadsheets, converting euro quotes. RFQPulse takes all of them on and stops at the moment of decision.

A reasoned recommendation, line by line

Once the quotes are in, every line shows unit price, converted amount, extra costs, payment terms, delivery terms and validity side by side. The recommendation comes with its reason: “Harbour Metals is cheaper but misses the required date.” The cheapest quote is not always the one recommended.

Line 2: 4-core 25 mm² SWA power cable – 320 m required 13 Oct 2026 · converted at IFS rates

Supplier	Unit price	Total (GBP)	Terms	Delivery	Valid until
Harbour Metals Ltd.	€13.20	3,606.40	30 days	16 Oct · DAP · late	24 Oct 2026
Westbrook Cables Ltd.	£11.85	3,792.00	60 days	11 Oct · to site	19 Oct 2026
Ridge Building Supplies	£12.30	3,936.00	Prepaid	9 Oct · EXW	11 Oct 2026

Westbrook Cables Ltd. recommended: Harbour Metals Ltd. is cheaper but misses the required date.

Approve in your own words

The comparison arrives as an approval email; just reply: “Approve Ridge” or “Lines 1 and 3 to Ridge, line 2 to Westbrook.” You can also approve on the IFS approval screen. Decisions are accepted only from the configured buyer address; the winner then gets an acceptance, the others a thank-you, and the requester an update.

[Question #8] RFQ 1045: quotes ready – your approval needed To: purchasing@northline.example awaiting reply

Recommended: Ridge Building Supplies (lines 1, 3), Westbrook Cables Ltd. (line 2)

1. Ridge Building Supplies (S1003)

2. Harbour Metals Ltd. (S1001)

3. Westbrook Cables Ltd. (S1002)

Your reply: “Lines 1 and 3 to Ridge, line 2 to Westbrook.”

Accepted only from the configured buyer address — or approve on the IFS quotation approval screen.

Missing data is asked for, not guessed

If a requested item isn’t in IFS, you get similar parts to choose from, and your free-text reply is processed item by item. New parts are created with your chosen prefix; new suppliers are copied from a template record. The flow never stalls on missing data, and master data doesn’t grow at random.

[Question #9] Request #4: 2 items not found in IFS To: purchasing@northline.example

#	Requested item	Qty	Similar IFS parts
1	Galvanised cable tray 300×60 mm, 3 m length	40 pcs	EL.400.200 – Galvanised cable tray 200×60 mm EL.400.400 – Galvanised cable tray 400×60 mm
2	Tray cover, 300 mm	40 pcs	—

Reply in your own words: create a new part, use a similar IFS part, or remove the item.

Who it’s for · trust and control

For every purchasing team on IFS Cloud. Without changing how you work.

Requesters keep writing emails; suppliers keep sending quotes the way they always have. Information security and IT get the architecture, permission boundaries and audit trail they need to sign off.

Value for every team

With your existing IFS setup, from day one. Example use cases:

PurchasingCollecting, copying and chasing quotes moves to the agent; buyers keep the comparison and the decision.
Requesting departmentsRaise requests by email, without forms; confirmation, progress and outcome arrive automatically.
SuppliersNo portal, no login, no new format; they reply to the RFQ email the way they always do.
FinanceExchange rates, VAT, payment terms and extra costs are part of the comparison from the start.
Management and internal auditEvery step from request to approval is time-stamped; who chose what, and why, is visible.
IT and IFS teamConnects through the standard IFS REST/OData API; no customisation, no new screens.

Trust and control

Your IFS. Your rules. Your decision.

The final decision is always humanAI can be wrong; every reading below the confidence threshold and every critical warning goes back to the buyer.
IFS credentials stay in your networkA bridge service runs inside your network and connects outbound on port 443 only; no inbound ports.
Limited permissionsOnly a defined command set runs; the mailbox is read-only and master-data writes need a separate key.
Closed to spoofed requestsIncoming mail is checked with DKIM/DMARC; requesters are verified against IFS user records.
GDPR/KVKK-ready retentionRetention for emails and attachments is configurable; expired data is purged automatically.
Full audit trailRequests, emails, decisions and admin actions are all logged with time stamps.

Free

live walkthrough

Let’s watch quote collection run in your IFS Cloud together. Send a sample request email and follow the flow end to end, from the requisition to the supplier comparison. No cost. No commitment.

Request a demo

or reply to contact@dbotech.uk

Product overview (PDF) rfqpulse.com All AI products

Stop chasing quotes. Just approve them.