Turn Emailed RFQs into Quotes Automatically with AI RFQ Entry
Automate RFQ processing for manufacturers: AI reads customer RFQ emails and attachments, pulls out Parts, Specs, and other details, and builds a ready-to-review Quote in seconds.
Back to Library
Product
Turn Emailed RFQs into Quotes Automatically with AI RFQ Entry
Identity & metadata
Video title
Turn Emailed RFQs into Quotes Automatically with AI RFQ Entry
Date published
October 12, 2026
Duration
1:52
Video type
Feature walkthrough / Tutorial
Audience
Sales and quoting teams who process inbound customer RFQs and build quotes in Steelhead
Video summary
In one sentence
AI RFQ Entry reads a customer's emailed RFQ and its attachments, pulls out the customer,
parts, quantities, and processes, and turns it into a Steelhead quote you review and confirm,
cutting quote turnaround time.
parts, quantities, and processes, and turns it into a Steelhead quote you review and confirm,
cutting quote turnaround time.
What this video covers
This walkthrough opens with the promise: improve your quote turnaround time with AI RFQ Entry.
It starts with a customer RFQ that arrived by email. One click on the AI
icon sends the email and its attachments to Steelhead, and a notification opens the review
screen when it's ready.
The review screen shows the original email and attachments beside everything Steelhead extracted: customer, contact
info, billing, and shipping, then a Parts tab with matched part numbers, quantities, and processes.
You can edit values, deselect lines, add lines, and check it all on the Summary
tab.
From there, decline the RFQ with an optional decline email, or click Confirm & Create
Quote to get a quote with the files and original email attached.
It closes on uploading RFQ documents or photos from the main AI RFQ Entry page,
Settings for choosing which fields import and using default processes, and extraction rules that teach
the AI how each customer writes an RFQ.
It starts with a customer RFQ that arrived by email. One click on the AI
icon sends the email and its attachments to Steelhead, and a notification opens the review
screen when it's ready.
The review screen shows the original email and attachments beside everything Steelhead extracted: customer, contact
info, billing, and shipping, then a Parts tab with matched part numbers, quantities, and processes.
You can edit values, deselect lines, add lines, and check it all on the Summary
tab.
From there, decline the RFQ with an optional decline email, or click Confirm & Create
Quote to get a quote with the files and original email attached.
It closes on uploading RFQ documents or photos from the main AI RFQ Entry page,
Settings for choosing which fields import and using default processes, and extraction rules that teach
the AI how each customer writes an RFQ.
Problem it solves
Customer RFQs arrive as emails and attachments in every format, and quoting teams have had
to read each one and retype the customer, part numbers, quantities, and processes into a
quote by hand. That slows quote turnaround, and every customer formats an RFQ differently.
to read each one and retype the customer, part numbers, quantities, and processes into a
quote by hand. That slows quote turnaround, and every customer formats an RFQ differently.
Key capabilities shown
• Start AI extraction from an emailed RFQ with one click on the AI icon
• Get a notification when the RFQ is processed and ready to review
• Review the original email and attachments beside the extracted details
• Fill in customer, contact info, billing, and shipping automatically
• Match part numbers, quantities, and processes on the Parts tab
• Edit values, deselect lines to leave them out, or add new lines
• Check every detail on one screen with the Summary tab
• Decline the RFQ, with an option to send a decline email reply
• Click Confirm & Create Quote to get a quote with the files and original email
attached
• Upload RFQ documents or take a picture from the main AI RFQ Entry page
• Choose which fields import in Settings, and turn on Use Default for Process
• Create extraction rules scoped to a customer and tagged to the customer or parts stage
• Get a notification when the RFQ is processed and ready to review
• Review the original email and attachments beside the extracted details
• Fill in customer, contact info, billing, and shipping automatically
• Match part numbers, quantities, and processes on the Parts tab
• Edit values, deselect lines to leave them out, or add new lines
• Check every detail on one screen with the Summary tab
• Decline the RFQ, with an option to send a decline email reply
• Click Confirm & Create Quote to get a quote with the files and original email
attached
• Upload RFQ documents or take a picture from the main AI RFQ Entry page
• Choose which fields import in Settings, and turn on Use Default for Process
• Create extraction rules scoped to a customer and tagged to the customer or parts stage
How the demo flows
• Open: improve quote turnaround time with AI RFQ Entry
• A customer emails an RFQ; click the AI icon
• Click the notification to open the review screen
• Review basic details: customer, contact info, billing, and shipping
• Parts tab: matched part numbers, quantities, and processes; edit, deselect, or add lines
• Summary tab for a one-screen review
• Decline the RFQ, or click Confirm & Create Quote
• Work the quote as normal and email it when ready
• Upload documents or take a picture from the main AI RFQ Entry page
• Settings: choose imported fields and Use Default for Process
• Extraction rules: name, customer scope, stage, and instructions
• Close: let Steelhead do the heavy lifting
• A customer emails an RFQ; click the AI icon
• Click the notification to open the review screen
• Review basic details: customer, contact info, billing, and shipping
• Parts tab: matched part numbers, quantities, and processes; edit, deselect, or add lines
• Summary tab for a one-screen review
• Decline the RFQ, or click Confirm & Create Quote
• Work the quote as normal and email it when ready
• Upload documents or take a picture from the main AI RFQ Entry page
• Settings: choose imported fields and Use Default for Process
• Extraction rules: name, customer scope, stage, and instructions
• Close: let Steelhead do the heavy lifting
Extraction rules
Extraction rules are written instructions that tell the AI how to read RFQs. Each rule
has a name, an optional customer it applies to, a stage (customer details or parts
details), and the instruction itself. When the next RFQ comes in, Steelhead applies every rule
you've set.
has a name, an optional customer it applies to, a stage (customer details or parts
details), and the instruction itself. When the next RFQ comes in, Steelhead applies every rule
you've set.
Full transcript
Speaker
Voice over / Host
Transcript
[00:00] Improve your quote turnaround time with AI RFQ Entry.
[00:04] Let's say a customer emails you an RFQ.
[00:07] [clicks the AI icon on the RFQ] Instead of reading the email and attachments, click the AI icon.
[00:12] [clicks the notification] Once it's processed, you'll get a notification that it's ready.
[00:16] [opens the review screen] On the left is the original email and its attachments.
[00:19] On the right is everything Steelhead pulled out, starting with the basic details, customer, contact
info, billing, and shipping.
[00:26] [clicks the Parts tab] Here in the Parts tab, you can see matched part numbers, quantities, processes, and other
details pulled in. Make any changes needed, deselect any lines to keep them out of
the import, or add new lines.
[00:36] [clicks the Summary tab] Then, Summary gives you all the details on one screen for easy review.
[00:42] If you'd like, decline the RFQ from here, where you can choose to send a
decline email reply, or click Confirm & Create Quote, and there's your quote with the
files and original email attached. Parts, processes, and everything, all here.
[00:56] Work the quote as normal and email it when ready.
[01:00] [navigates to the main AI RFQ Entry page] Another way to import RFQs is from the main AI RFQ Entry page.
[01:04] Upload documents directly or take a picture from here.
[01:07] [opens Settings] In Settings, you have the option to uncheck any field you don't need imported.
[01:11] Turn on Use Default for Process if you want matched part numbers to use your
default process and treatments instead of whatever the RFQ says.
[01:19] [creates an extraction rule] And since every customer writes an RFQ a little differently, extraction rules let you teach
the AI how to read them. Give it a name, scope the rule to a
customer if needed, tag it to the customer or parts detail stage, and add any
instructions. Then create.
[01:38] Next time an RFQ comes in, Steelhead runs through and applies any rules you've set.
[01:42] Try out AI RFQ Entry and let Steelhead do the heavy lifting for you.
[01:46] See how much time you can save today.
[00:04] Let's say a customer emails you an RFQ.
[00:07] [clicks the AI icon on the RFQ] Instead of reading the email and attachments, click the AI icon.
[00:12] [clicks the notification] Once it's processed, you'll get a notification that it's ready.
[00:16] [opens the review screen] On the left is the original email and its attachments.
[00:19] On the right is everything Steelhead pulled out, starting with the basic details, customer, contact
info, billing, and shipping.
[00:26] [clicks the Parts tab] Here in the Parts tab, you can see matched part numbers, quantities, processes, and other
details pulled in. Make any changes needed, deselect any lines to keep them out of
the import, or add new lines.
[00:36] [clicks the Summary tab] Then, Summary gives you all the details on one screen for easy review.
[00:42] If you'd like, decline the RFQ from here, where you can choose to send a
decline email reply, or click Confirm & Create Quote, and there's your quote with the
files and original email attached. Parts, processes, and everything, all here.
[00:56] Work the quote as normal and email it when ready.
[01:00] [navigates to the main AI RFQ Entry page] Another way to import RFQs is from the main AI RFQ Entry page.
[01:04] Upload documents directly or take a picture from here.
[01:07] [opens Settings] In Settings, you have the option to uncheck any field you don't need imported.
[01:11] Turn on Use Default for Process if you want matched part numbers to use your
default process and treatments instead of whatever the RFQ says.
[01:19] [creates an extraction rule] And since every customer writes an RFQ a little differently, extraction rules let you teach
the AI how to read them. Give it a name, scope the rule to a
customer if needed, tag it to the customer or parts detail stage, and add any
instructions. Then create.
[01:38] Next time an RFQ comes in, Steelhead runs through and applies any rules you've set.
[01:42] Try out AI RFQ Entry and let Steelhead do the heavy lifting for you.
[01:46] See how much time you can save today.
Taxonomy tags
Steelhead product area
Sales; Quoting; Customer RFQs
Feature / module
AI RFQ Entry; RFQs; Quotes; Extraction rules
Workflow category
RFQ to quote; quote entry automation; AI extraction review
Topics covered
AI RFQ processing from email; matched part numbers and processes; Confirm & Create Quote; declining
an RFQ; upload or photo capture; Use Default for Process; extraction rules by customer
an RFQ; upload or photo capture; Use Default for Process; extraction rules by customer