Automate your MRO and tail spend RFQs

Email your requirements. AI contacts suppliers, collects quotes, and sends you a comparison. Built for the repetitive purchases your team doesn't have time for.

See everything happening in real-time
Active RFQs In Negotiation Completed
0 Active
0 Pending
0 Suppliers
RFQ-2845
Quotes Received
608-2RS Ball Bearings - 200 units
5/5 suppliers responded
Best Quote $847 SKF Direct
vs. Last Buy -$215 20% savings
Delivery 3 days fastest
$847
$892
$934
$1,062
RFQ-2843
Collecting Quotes
Safety Gloves & Hard Hats - Monthly Restock
3/5 suppliers responded
Best Quote $1,340 preliminary
Responses 3/5 in progress
Delivery 5 days avg quoted
RFQ-2844
AI Negotiating
M8 Hex Bolts - Grade 8.8 (500 units)
Current offer $1,240 (7 days)
Target $1,150 (5 days)
Latest update Supplier matched 5-day delivery, negotiating bulk discount
Exchanges 6 AI handled
Progress 73% to target
Duration 2 days ongoing
RFQ-2841
Multi-vendor Negotiation
LED Shop Lights - Warehouse Replacement (48 units)
Negotiating with 2 top suppliers
Best Offer $2,840 -$380 from initial
Saved So Far $380 -12%
Time Elapsed 3 days automated
RFQ-2840
Completed
Hydraulic O-Rings & Seals - Maintenance Kit
Cycle Time 1 day (vs 4 days manual)
Cost Savings $180 saved (16% reduction)
Final Price $950 -16%
Suppliers 4/4 100% rate
AI Exchanges 12 automated
RFQ-2838
Completed
CAT6 Network Cables - IT Supplies (100m)
Cycle Time 2 days (vs 5 days manual)
Cost Savings $95 saved (14% reduction)
Final Price $585 -14%
Suppliers 5/6 83% rate
AI Exchanges 18 automated

You work via email. Dashboard shows you everything.

No daily login required—check it when you need visibility into what's happening.

Track all active RFQs in one view

See every request AI is handling, from collection to completion

See exactly what AI is negotiating

Real-time view of conversations, current offers, and progress to target

Monitor supplier response rates

Track which suppliers respond fast, who has best pricing, reliability scores

Review quote comparisons & savings

Historical data, cost trends, and cumulative time and money saved

Share progress with your team

Invite stakeholders, export reports, show ROI to management

Control Tower
RFQs This Month
47
↑ 12% vs last month
Avg Cycle Time
1.2 days
↓ 72% improvement
Total Savings
$18,420
16% avg reduction

Your team is buried in low-value, high-volume RFQs

70%
Of RFQs are MRO
Repetitive purchases like bearings, fasteners, spare parts eating up your team's time
3-5
Days per RFQ
Contacting suppliers, chasing quotes, comparing spreadsheets for $2K purchases
0
Time for strategic work
Your buyers are doing data entry instead of negotiating big contracts

How it works

01

Email → Structured Data

Email your MRO requirements: part numbers, quantities, delivery dates. AI agent extracts everything automatically.

02

RFQ Generation & Distribution

AI agent generates compliant RFQ documents from extracted data and emails your approved suppliers. Automated tracking monitors all responses.

03

Get Quote Comparison

AI agent parses supplier responses and PDFs, extracts pricing. Best price, fastest delivery, all in one view.

Supplier
Price
Lead Time
Fastenal
$847
7 days
McMaster
$892
3 days

Everything you need to automate RFQs

Email-Native Workflow

Forward requirements via email. No portals, no training, no logins. AI processes any format: plain text, PDFs, Excel, Word.

Automated RFQ Generation

System drafts complete RFQ documents with extracted requirements, selects suppliers, and sends them - all in under a minute.

Real-Time Compliance Checks

Every request checked against approved supplier lists and spend policies before it goes out. Flags violations instantly.

Automated Follow-ups

System sends reminders to non-responsive suppliers and escalates overdue quotes automatically.

Full Transparency Dashboard

Work via email, track everything via dashboard. See AI negotiations in real-time, monitor all RFQs, share with stakeholders. Optional but powerful.

Response Tracking

See which suppliers responded, who's pending, and response rates. No more hunting through email threads.

Trusted by procurement leaders

"I was spending half my week on fastener and bearing RFQs. Now I just forward the email and get quotes back the next day."
David Park
Procurement Specialist, Apex Manufacturing
"We handle 40-50 MRO RFQs a month. Used to take 3-4 days per RFQ. Now it's done in a day and I don't touch a spreadsheet."
Maria Santos
Buyer, Precision Industries
"Best part? No training. My team just emails specs like they always did. The AI handles everything else."
James Kim
Procurement Manager, Sterling Components

See ProcIndex in action

Schedule a demo and see how we automate your MRO and tail spend RFQs from email to comparison.

30-minute call with founders · No commitment required