RFQ to Quote Matcher

Turn a customer's request for quotation into a priced quotation draft from your own price list — in seconds, and without guessing.

Paste the e-mail or link the PDF/Excel the customer sent, link your price list, and get back:

• every requested line matched to your article with your price, or
• sent to review with the reason — ambiguous article, unit mismatch, typo with no safe match, article you don't stock — plus the closest suggestions.

A ready-to-edit QUOTATION.xlsx (sheet Quotation + sheet Needs review) is saved with every run.

Example

Input — an e-mail with no article numbers:

- 8 pcs residual current device 63A 4-pole 30mA type A
- 16 pcs miniature circuit breaker B16
- 3 pcs cable drum trolley, steel, 400mm

Output:

Line	Status	Article	Unit price	Why
1	matched	RCD-63-4P-30	98.40	description, clear winner — not collapsed to the 40A variant
2	review	—	—	ambiguous: MCB-B16-1P and MCB-B16-3P score the same; both offered
3	review	—	—	no plausible catalogue article — nothing invented

Why "review" is a feature

A line in review costs a person thirty seconds. A line matched to the wrong article is a wrong price in a quotation that has already gone out. Every match has to clear an absolute score and a margin over the runner-up; a tie is a question, not a winner.

Tested on three RFQ layouts (clean table, dirty table with typos and lowercase codes, free-text e-mail) against a 44-article catalogue: 32 of 32 lines parsed, 28 priced, 4 sent to review, 0 wrong articles.

Input

Field	What to put there
RFQ documents	Links to PDF (with a text layer), XLSX or CSV files
RFQ e-mail text	Paste e-mail bodies, one RFQ per entry
Price list	Link to your CSV/XLSX, or paste CSV
Currency	Label only, e.g. EUR
Column overrides	Only if auto-detection picks the wrong column

Price-list headers are recognised in English, German, Ukrainian and Russian (code / Artikelnummer / артикул, description / Bezeichnung / найменування, unit / Einheit / од., price / Einzelpreis / ціна). Comma, semicolon or tab separated; decimal comma or point.

Output

Dataset — one row per requested line: document, line, status, requested_code, requested_description, qty, requested_unit, matched_code, matched_description, unit, unit_price, line_total, currency, confidence, reason, candidates, source_text

Key-value store

• QUOTATION.xlsx — priced lines + review sheet with suggestions
• SUMMARY — totals per document and overall

Pricing

Pay per event: a small fee per document processed and per line written. You only pay for lines actually delivered; if your spending limit is reached, the run stops cleanly.

Limits (v0.1)

• Scanned PDFs (images without a text layer) are not supported yet — use the e-mail text, Excel export or a text PDF.
• Matching is deterministic (no LLM), so it never invents an article — and it won't understand a description that shares no words with your catalogue.
• Your price list and documents are processed only within your run and are not stored anywhere else.

Use it from n8n, Make or an AI agent

Call the Actor via the Apify API or the Apify MCP server, pass the RFQ text from the incoming e-mail, and send the QUOTATION.xlsx link back to your sales inbox.