Minutes instead of hours
Hours or days of manual product search shrink to minutes — more quotes, faster reaction in the competition.
Smartegy
Sales
From RFQ to quote — with engineering precision, in minutes
AI-based quotation support for technical distributors: the system matches incoming customer requests against your AI-prepared product catalog and gives a technically justified proposal for every line item.
Works from your own product catalogEvery proposal with technical justificationThe final decision is always humanEU GDPR — your data stays yours
Sales workspace
Analysis done
160,000+ items
RFQ #2481
124 lines · ExcelIncoming line
"bolt m10x40 galv. 500pcs"
Recognized parameters
M10×40galvanized500 pcsDIN 933
AI analysis
109 exact · 11 substitutes · 4 to review
Top matches
Exact match96%
Hex bolt M10×40, DIN 933, galvanized
Substitute88%
Hex bolt M10×45, DIN 933, galvanized
To review74%
Hex bolt M10×40, DIN 931, partial thread
Approve — sales decides
The business problem
Preparing quotes is slow and ties up engineering time
Customers describe the same product in many ways — in another language, abbreviated, with missing data. Selecting the right product requires precise matching of technical parameters, so quoting is slow, expensive and tied to engineering knowledge.
Engineering knowledge scales
Senior technical knowledge is built into the system — a junior sales colleague quotes with confidence too.
Fewer wrong items
The technical rule system filters out bad pairings before they reach the quote.
Dual user experience
Request the analysis in chat, verify the result on the interface
Chat-based AI agents and a classic graphical interface at the same time. Everyone can work in their own style.
AI chat
Let the AI run the analysis
Analyze today’s RFQ and show me the uncertain items.
Of the 124 lines, 109 are exact matches, 11 substitutes and 4 to review. For the uncertain items I prepared the technical justification and the alternatives.
Your own catalog
Graphical interface
Verifiable line by line
Projects / Items / Export
124
items
96%
match rate
12 min
turnaround
The full process
From the customer’s Excel list to the finished multilingual quote
The AI does the searching and matching, the human makes the decision — and the system learns from every decision.
01
Upload
The customer Excel/list becomes a project with one click
02
Normalization
Product name, quantity and technical parameters recognized — in foreign languages too
03
Catalog search
Semantic, textual, size- and type-code-based search at once
04
Technical rules
Strict / mandatory / preferred parameter levels and exclusions
05
AI ranking
Top candidates with confidence score and technical justification
06
Human decision
Accept, reject, manual search or re-analysis
Learning knowledge base
07
Export
Final multilingual quote Excel with one click
Features
What a fast and accurate quote takes
One-click Excel processing
The customer list becomes a line-by-line project — 10 or 300 items, it makes no difference.
AI normalization
Product-name unification, quantity and unit, key technical parameters — foreign-language wording is understood too.
Multi-layer catalog search
Semantic, textual, keyword, size- and type-code-based search in your own product database.
Confidence score
Every proposal is classified: exact match / substitute / to review — with decision-support technical justification.
Learning knowledge base
Acceptance justifications are fed back into the system — it gets more accurate with every decision.
Multilingual export
The finished quote Excel in several languages, ready to send.
Who is it for?
Where quoting is an engineering task
Relevant wherever selecting the right product requires precise matching of technical parameters and the product catalog is large.
- Electrical wholesale and distribution
- Mechanical parts distribution
- Building services (heating, cooling, ventilation)
- Industrial automation and control
- Electronic components distribution
- Fasteners, metal and steel products
- Hydraulics and pneumatics
- Lighting technology
- Tools and machinery
Manually vs. With Smartegy Sales
Manuallyhours–days
With Smartegy Salesminutes
Measurable business impact
More quotes, faster, with fewer errors
The return comes from the engineering hours saved per quote, the higher win rate from faster reaction, and the wrong items avoided.
Savings = RFQs × (manual search time − AI turnaround) × engineering hourly rate
01
Turnaround time
Minutes per quote instead of hours or days
02
Quoting capacity
More RFQs answered with the same team
03
Wrong items
The rule system filters out bad pairings
04
Large lists
A 300-line RFQ is feasible too — no need to say no
Use cases
Where it pays off fastest
Distribution
Technical wholesalers and distributors
Large catalog, multi-line RFQs, pricing pressure — the AI matches from the full range in minutes.
Sales team
Ramping up junior colleagues
With senior knowledge built into the system, a new colleague gives technically sound quotes from the first weeks.
Tenders
High-volume tenders
Tender lists of several hundred lines are processed on deadline — big opportunities no longer slip away for lack of capacity.
The decision is always human
Accept, reject, manual search or re-analysis — nothing enters a quote without approval.
Technical rules and exclusions
Strict / mandatory / preferred parameter levels — dangerous or obviously wrong substitutions are excluded.
Auditable proposals
Every proposal carries a confidence score and technical justification — decisions are traceable.
EU GDPR and your own AI context
Full EU GDPR compliance. The company builds its own AI context: your data never trains external large language models and is never passed to third parties — your business secrets remain yours for the long term.
FAQ
Worth clarifying
How does the system know which product is right?+
It works from your own AI-prepared product catalog, with multi-layer search and a technical rule system. It does not recommend from generic internet knowledge — every match comes from your own range.
What happens when there is no exact match?+
The system proposes a technically justified substitute or marks the item for review. It never presents an uncertain match as exact — the strict / mandatory / preferred parameter levels guarantee exactly that.
Does our catalog need to be prepared for AI?+
Yes, preparing the product database for AI is part of the rollout — we deliver the data cleaning and semantic preparation as a service. The process is proven on a catalog of 160,000+ items.
What languages does it understand in RFQs?+
It is multilingual: it interprets foreign-language and incomplete wording, and the finished quote Excel can be exported in several languages.
Is our data used to train external AI models?+
No. The system operates with full EU GDPR compliance, and the company builds its own, isolated AI context. Your data never flows into the training of external large language models and is never handed to third parties — the company knowledge you build remains exclusively yours.
Start with your latest real RFQ
In the pilot we measure turnaround time and match accuracy on your own catalog and real RFQs — you see the return in numbers.