RFQ & QUOTATION AUTOMATION

Arhan Technologies

A quotation-operations platform for cross-border trade between Japanese vendors and Indian buyers — RFQ intake to branded client quote, in ~10 minutes.

YEAR

2026

INDUSTRY

Cross-border industrial trading

SERVICE USED

Applied AI, workflow automation, integrations

CHALLENGE

Scattered RFQ workflow across email, IndiaMART and phone

(QTF® — THE PROBLEM)

Vendor quotes arrive as PDFs, spreadsheets, email text and attachments — in different formats, in different languages, with different assumptions about currency, lead time and validity. Comparing them consistently is manual work that eats an entire afternoon per RFQ.

Arhan Technologies is a cross-border industrial trading business connecting Japanese vendors with Indian manufacturing buyers. We implemented a custom quotation-operations platform covering the complete RFQ-to-client-quotation lifecycle.

RFQ intake and vendor coordination

The system captures enquiries from channels including email, IndiaMART and phone calls; creates structured RFQ records; sends standardised enquiries to relevant vendors; tracks responses; and organises all communication under the correct RFQ.

Structured vendor comparison

Vendor quotations received through PDFs, spreadsheets, email text and attachments are parsed into comparable fields — price, currency, lead time, validity, payment terms, delivery terms and technical remarks. The data is synchronised with a live Google Sheets comparison view, after which the selected commercial option can be converted into a branded client quotation.

• Approval workflows that route quotations to the right internal reviewer.
• Quotation versioning — every revision preserved with a diff and a reason.
• Activity logs across the RFQ lifecycle for audit and coaching.
• Centralised status tracking so no RFQ falls through the inbox.

Quotation-preparation effort dropped from up to 120 minutes per RFQ package to approximately 10 minutes of human review.

What changed

The implementation replaced a scattered, inbox-heavy workflow with a structured and scalable operating system. Vendor tracking, quotation consistency, auditability and management visibility all improved significantly — and the team is no longer the bottleneck as volume scales.

(QTF® — CLIENT REVIEW)

We used to lose entire afternoons to one comparison sheet. Now the sheet is done before the coffee gets cold.