A hundred, five hundred, or even thousands – that’s how many requests for quotation (RFQs) can reach a manufacturing company, retailer, or supplier each month. Of course, it depends on the industry, company size, business specifics, and sales channels. Still, time is money, and when it comes to customer inquiries, speed of response is key. So how can we accelerate RFQ processing when hundreds come in? Can we delegate this task to AI?
Let it be automated
When a potential customer is interested in our product, the speed of response and the accuracy of the offer are crucial. How many units of a given item are in stock? Can we fulfill the entire order? Can we suggest substitutes for unavailable items? What will the total cost be? Before an employee gathers all this information and replies, time passes. Multiply that by hundreds of inquiries.
To address the need for automation, the ANEGIS team developed an AI assistant for RFQ processing. AGA – ANEGIS Generative Assistant – is not just another chatbot, but a leap forward in customer service.
How does AGA – ANEGIS Generative Assistant – work?
A customer is interested in our products and submits an inquiry – the AI assistant responds to both email and chat messages via the website or mobile app:
- Email path: AGA analyzes the message content and converts it into data readable by ERP/CRM systems. It connects to the company’s system and checks product availability. If an item is out of stock, it can suggest substitutes based on configured relationships with other products. With all the necessary data, AGA builds the offer and sends it to the customer.
- Chat with the bot: During the conversation, AGA guides the customer step-by-step through the offer-building process. It uses real-time system data and can suggest substitutes and quantities in response to product-related questions. This way, the customer immediately knows what’s available and what alternatives can be offered.
Unique features of ANEGIS Generative Assistant
- Intelligent automation – Thanks to advanced natural language processing, the assistant understands message content, extracts key information such as product type, quantity, and customer preferences, takes action, and interacts with the customer.
- Smart substitute search – If the requested product is unavailable, the assistant suggests alternatives based on product relationships and characteristics.
- Dynamic integration with various systems – The solution integrates with multiple ERP and CRM systems. AGA uses Dataverse and works with Sales Hub and Power BI. These integrations provide real-time data access, enabling accurate offers and feeding customer interaction data into further analysis.
- Market analysis and financial loss tracking – By processing all generated offers, proposed products, and stock shortages, and integrating with Power BI, AGA generates internal reports on market demand and losses due to product unavailability.
- Adaptation to company specifics – The assistant supports multiple languages, integrates with website chatbots, mobile apps, and email programs. The model training option allows product categorization based on company rules.
- Data retrieval from GUS and VIES – Extending AGA with external data system integration enables customer identification based on the company domain in the email address and enriches the CRM with VAT ID retrieved from registries.
Benefits of implementing AGA
ANEGIS Generative Assistant effectively:
- reduces customer wait time for offers,
- supports relationship-building through interactive and efficient communication,
- relieves employees from routine, time-consuming tasks,
- enables market needs monitoring, loss analysis due to product unavailability, and identification of improvement areas.
Experience a new level of customer service at the Microsoft Innovation Hub
Visit our booth at the Microsoft Innovation Hub in Warsaw, where you can test AGA. Submit an RFQ via email or start a chat with the assistant – our AI will guide you through the RFQ process, demonstrating how quickly and efficiently modern companies can serve their customers.
Contact us – we’ll be happy to tell you more about AGA and schedule a personalized demo.
